Palmetto Soldiers Relief Society

posted 01-07-10

Palmetto Soldiers Relief Society Bylaws

PURPOSE

As the official auxiliary of the Palmetto Battalion (PB), a non-profit organization, The Palmetto Soldiers Relief Society (PSRS) is an organization for women dedicated to accurately portraying women of the War Between The States Era.  We will support and enhance the authenticity of the Palmetto Battalion.  The PSRS seeks to preserve and perpetuate Southern History and Heritage through historical talks to groups, living history exhibits, parades, battle re-enactments, Confederate Balls, and Memorial Ceremonies. 

I.  MEMBERSHIP

    A.   Must be a female member of an approved Unit of the PSRS.

1.  A PSRS unit is a Ladies organization affiliated with and recognized by an established PB    unit or an At Large unit consisting of ladies not affiliated with a PB unit.  Should the Executive Staff determine that the At Large unit has become large enough to warrant division, it will first be divided between upstate and coastal regions and secondarily east and west, each with a unit representative.

a. Should an established PB unit withdraw its membership from the PB, the affiliated PSRS unit will be eligible to keep its membership standing with the PSRS upon written request from the PSRS unit.  Letter must be sent within 30 days of withdrawal.  This written request is valid for one year from receipt of letter.

b. Should the PSRS unit withdraw from the PSRS, they would then have to reapply for future membership in the PSRS by affiliating themselves with another recognized PB unit.

     B. A PSRS approved “Application for Membership” must be filled out and sent to the Secretary, along with dues.

     C.  Must abide by the PSRS by-laws and PB by-laws, field orders and safety regulations.

     D. Termination of Membership

The membership of a member shall terminate upon the occurrence of any of the following events:

1.  Upon her notice of such termination delivered to a PSRS Officer, by fax, mail,    or E-mail, such membership to terminate upon the date of delivery of the notice.

2.       Upon failure to renew her membership by paying dues and submitting a renewal application on or before its due date, such termination to be effective on the date of the PSRS Annual Meeting in September.  A member may avoid such termination by paying the amount of delinquent dues and submitting a renewal application prior to the termination date.

3.       After providing the member with not less than fifteen days written notice and an opportunity to be heard either orally or in writing, upon a determination by the PSRS Executive Staff that the member has engaged in conduct materially and seriously prejudicial to the interests or purposes of the PSRS.  Any person expelled from the PSRS shall receive a refund of pro-rated dues already paid for the current dues period.

4.  All rights of a member in the PSRS shall cease on termination of membership as herein provided.

5.  Further procedures found in PSRS’ parliamentary reference and the South Carolina Corporate laws

     in reference to restricting the rights of members will be followed.

       E.         Termination of Unit Approval

     Any unit may lose its PSRS approval.

1.  A request for removal must be endorsed by a PSRS unit and submitted to a member of the PSRS Staff.

2.  Thirty days (30) notice to PSRS membership must be given; 2/3 vote to    pass motion for removal.

3.  Further procedures found in PSRS’ parliamentary reference and the South Corporate laws in reference to restricting the rights of members will be followed.

     F.  In the event of the resignation of a member or unit of members, no refund of dues will be allowed.

II.  DUES

     A.  Annual dues are payable prior to September 1^st   for the upcoming fiscal year.  Members renewing after that date will not be eligible to vote at the Annual Meeting for that fiscal year.  Full dues are payable September through February.  Dues will be prorated at $1.00 per month March through June. Those dues received in July and August will go towards the new season.  Checks are to be made payable to the “Palmetto Soldiers Relief Society” and must accompany a completed PSRS approved application.

1.  PB dues are not covered under these dues as they are separate.

2.  If paid through PSRS, PB dues should be sent to the Secretary before June 15^th to be forwarded in before July 1^st   to PB.

     B.  Dues are for Publication of Newsletter and Operating Expenses.

     C.  Dues will be set at the annual meeting by a majority vote of the members for the next fiscal year.

     D. The fiscal year shall be September 1^st through August 31^st.

III. MEETINGS

     A.  PSRS General Business Meetings will be held three (3) times a year:

1.  The Annual Meeting will be held in September unless otherwise directed by the PSRS Executive Staff, giving reasonable notice of change.  The purpose of the Annual Meeting shall be for the election of Officers, reports of Officers and Committees, and amendments of By-Laws, and any other business that may arise.

2.  Two (2) other general meetings to be announced.  Date and Place to be determined by Executive Staff.

     B.  Called meetings may be held at any or all scheduled events sanctioned by the PB.

     C.  The parliamentarian reference will be Robert’s Rules of Order, Newly Revised.

     D. Quorum - all PSRS members at a meeting constitute a quorum.

IV. BY-LAWS

     A. By-laws may be amended at the Annual Meeting by a majority of the eligible voting members

present.  Only those proposed by-laws amendments submitted 45 days prior to the Annual Meeting

will be published at least two weeks prior to the meeting date.  Proposed by-law amendments may

also be accepted from the floor at the Annual Meeting.

    B.  A majority vote by a quorum at a regular meeting can schedule an interim review and vote on the

     By-laws, provided members are given two weeks written notice prior to any vote on changes.  Only published proposals will be voted on at an interim review.  No amendments will be accepted from the floor.

V.  VOTING / ELECTIONS

A.  For voting rights at the Annual Meeting, a member must have paid dues for the coming year and attended three Battalion sanctioned events in period clothing.  Only those events attended AFTER dues have been paid will go towards voting eligibility.  Members must sign-in at events or have their Unit Rep verify their attendance to the Secretary.

B. For multiple nominations for the same office, a written ballot will be required listing eligible nominees. Prior to receiving a ballot, a member must be on the list of eligible voters.

1. Secretary will have a list of eligible voting members. Only eligible voters will receive ballots.

2. Eligible voters are defined as having paid their current year’s dues and having met the three event requirement.

3. If a written slate of nominated officers is available, an absentee ballot will be mailed or emailed to eligible voters at least 2 weeks prior to the Annual meeting to be returned to the Secretary, either by hand or by mail, in a sealed envelope clearly marked on the outside with your name and, “Ballot: To be opened at Election”.

C.  For clarification purposes, a Battalion Affiliated event is so designated on the official PB schedule and an Other event may be a PB Other event, local living history events in period dress, the Annual Meeting, or the Annual PSRS Workshop.

     D. Elections will be held biannually in September.  The offices of President, Vice President, Secretary, and Treasurer will be for a term of two years with a maximum of two consecutive terms (four years total).  After a two-year break, that person may run for any office again.  The office of CLA Editor will be appointed by the Officers.

  E.  Anyone interested in holding an office should submit to a member of the nominating committee, the name and office preferred at least 30 days prior to the annual meeting.  Any nomination must be cleared by the party being nominated.  Verification of eligibility within the Unit and within PSRS must be made before a nominee can be accepted.

  F. Nominations for the offices of President, Vice President, Secretary and Treasurer should be made through the Nominating Committee; however, nominations may also be accepted from the floor on the day of the Annual Meetings upon verification of eligibility.

  G.  In the event an officer resigns, the Executive Staff will meet and choose an individual to fulfill the rest of that term--with the exception of the office of the President.  If the President resigns, the Vice President will fulfill the term of the Presidency.

     H. Each member must have their name validated by the Secretary as dues paid and as having met the

          three event requirement before receiving a ballot for voting.

I.   Incoming officers will assume their duties upon adjournment of the Annual Meeting in September.  A formal ceremony is not required.  If one is desired, the date and location will be determined by the outgoing officers.

VI.      EXECUTIVE STAFF

     A.  The Executive Staff consists of Officers, Counselor and Unit Representatives.

1.  Officers - President, Vice President, Secretary and Treasurer, elected biannually; and CLA Editor, appointed by the Officers.

2.  Counselor - Immediate past President; serves two years in an advisory capacity with full voting rights.

3.  Unit Representatives - A PSRS representative from each Unit of the PSRS. 

B.          General Duties

1.  Prior to each PSRS Business Meeting (or more often, if deemed necessary), discuss those issues concerning the PSRS and set the agenda for the PSRS Business Meeting.

VII.    REQUIREMENTS AND ELIGIBILITY FOR OFFICERS

   A.       General Duties

1.  Must be current on dues, and have attended at least three PB affiliated events the prior year,            in period dress.

     2.  Become familiar with, and execute, the duties of her position.

     3.  Attend all Executive Staff meetings or send representative.

     4.  Copy the President and Secretary on all PSRS correspondence.

VII.    EXECUTIVE STAFF SPECIFIC DUTIES

A.  President

1.   Manage overall development and progress of the PSRS.

2.  Preside over PSRS meetings.

3.  Coordinate all event participation for PSRS.

4.  Chief liaison between PB and PSRS, which consists of keeping the Battalion Colonel and Adjutant, as well as the officers and membership, informed of activities, projects, and meetings.

5.  Attend Palmetto Battalion staff meetings with no vote in military matters.  Send proxy if unable to attend, and/or send an alternate.

6.  Will be an ex-officio member of all standing committees, and attend such meetings as deemed necessary.

7.  Appoint committees as necessary.

8.  May call executive staff meetings as deemed necessary.

B.  Vice President

1.  Oversee the PSRS, preside over PSRS meetings and attend Battalion Staff meetings in the absence of the President.

2.  Chair By-laws Committee.

a.  Assures that approved changes to by-laws are implemented and current copy is revised.

b.  Forward approved revised copy of by-laws to the web-mistress to replace out dated on-                                   line copy.

c. Changes will also be sent out via email, postal mail, newsletter and posted on the PB bulletin

     board.

3.  Responsible for the annual summer workshop.

C.  Secretary

1.  Keep minutes and records of PSRS meetings.

2.  Chair Nominating Committee.

3.  Take attendance at meetings.

4.  Maintain membership and event roster, and provide officers with current listing.

5.  Verify only eligible members vote on any subject brought up for a vote of the membership.

6.  Responsible for “Application for Membership” form and any changes thereto.

7.  Oversee the PSRS in the absence of the President and Vice President.

8.   Collect and forward PB dues prior to July 1st.

D. Treasurer

1.  Collect, oversee, and protect any PSRS funds and dues.

2.  Chair Finance Committee.

3.  Produce a written financial report for the PSRS meetings.

4.  Must have books available for review by membership at all called meetings.

5.  Oversee PSRS in the absence of the President, Vice President and Secretary.

E.  Editor, Confederate Ladies Album

1.  Responsible for the publication of the Confederate Ladies Album (CLA) at least four                                                   times a year.    

2.  Responsible for a special edition once a year for publication of LOY nominees prior to the Annual Meeting.

F.  Counselor

1.  Immediate past President; term of office is two years.

2.  Will be looked upon for advice and has an open invitation to all Executive Staff meetings and committee meetings.

G. Unit Representatives

1.  Must be a member of the PSRS and selected by her Unit.

2.  Attend all Executive Staff meetings, with a voting position.

3.  Relay information to her Unit, which includes making and distributing copies of such things as PSRS “Application for Membership”, Workshop Applications, Handbook Updates, etc.

4.  Responsible for ensuring that the prospective member is a member in good standing in an approved Unit, a PSRS approved “Application for Membership” is     filled out correctly, and that the application is signed by the Unit Representative.

5.  Keep Secretary informed of any changes to the Unit membership; such as new addresses, telephone numbers, email addresses, attendance at events, workshops, etc.

6.  Must have access to a computer and email to be able to keep in touch with their units and the executive staff as well as to monitor web site communication.

IX. STANDING COMMITTEES

All Committee Chairmen are to submit a written report on the status of their committees to the Secretary for the use in Executive Staff Meetings, Business Meetings, or newsletter.

A.  NOMINATING COMMITTEE

1.  To be chaired by the Secretary of the PSRS.

2.  This committee shall consist of PSRS members chosen by the Nominating Chair.

3.  The duties shall be to obtain nominations for the offices of President, Vice    President, Secretary and Treasurer.  Nominations are to be submitted in writing thirty (30) days prior to the Annual Meeting.  It will then be the responsibility of this committee to present to the membership a slate of officers two weeks prior to the Annual Meeting.

B.  BY-LAWS COMMITTEE

1.  To be chaired by the Vice President of the PSRS.

2.  This committee shall consist of PSRS members chosen by the By-Laws Chair.

3.  The duties shall be to accept petition of changes or revisions to the By-Laws received from the membership.  These changes or revisions should be prepared in the form of a motion and submitted in writing forty-five (45) days prior to the Annual Meeting.  It will then be the responsibility of this committee to present to the membership the proposed by-law amendments at least two weeks prior to the Annual Meeting.

4.  The by laws committee is authorized to correct article and section designations, punctuation and cross-references and to make such other technical and conforming changes as may be necessary to reflect the intent of the PSRS in connection with by-law, guidebook, and standing rule amendments.

5.  Approved changes are to be added to the By-Laws as soon as is possible after adoption of the revision and will be submitted to the web mistress for her to update the on-line copy as well as send out via email and postal mail to those without computer access.

C.  FINANCE COMMITTEE

1.  To be chaired by the Treasurer of the PSRS.

2.  This committee shall consist of the Executive Staff.

3.  The duties shall be to propose a budget for the following fiscal year to the membership for approval at the Annual Meeting.

4.  Arrange for a review of the books at the end of each fiscal year, and whenever there is a change of Treasurer.  The review may not be performed by the incoming or outgoing Treasurer.

D. HANDBOOK COMMITTEE

1.  Chairman will be appointed by the Officers.

2.  This committee shall consist of PSRS members chosen by the Handbook Chair.

3.  This committee shall be responsible for compiling, maintaining, printing, and distributing a handbook CD for new ladies of the PSRS through their respective Unit Representative.  This CD handbook should contain helpful information on participating in the re-enacting community, as well as guidelines for dressing authentically.  The duties shall be to maintain and update the handbook as necessary, and to publish and distribute these updates to the Unit Representatives.