Constitution and Bylaws

April 13th, 2009
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CONSTITUTION AND BY-LAWS

OF THE

KENTUCKY VOLUNTEERS

Adopted: March 21, 2009

ARTICLE I: NAME

The name of the organization shall be called: Kentucky Volunteers. Hereafter referred to as KV. The organization may adopt other names on a temporary basis for specific events or impressions without altering these by-laws.

ARTICLE II: MISSION AND PURPOSE

The KV is a non-profit living history organization whose mission is to support the re-enacting and living history communities by forming an organized group of good, authentic, same minded people to better enhance and promote the period of the Civil War in Kentucky and surrounding territories all the while promoting Kentucky’s importance and role during one of the nation’s most troubled times.

The mission of the KV will be accomplished by:

  1. Supporting re-enactments and living history events in Kentucky

  2. Organizing federal, confederate, and civilian units

  1. Collaborating with Camp Nelson

  1. Authentically portraying life during the “War between the states”, commonly called the American Civil War

ARTICLE III: GOVERNANCE

Section 1 – Powers

  1. Subject to the limitations of the by-laws of the KV and the provisions of the State of Kentucky, the business and affairs of the organization shall be managed and all corporate powers shall be exercised by, or under the direction of, the Board of Directors known as the Board of Directors.

  1. Directors shall serve without compensation.

  1. The Board of Directors may appoint an executive committee of such Board, and may grant to such committee any of the powers and authority of the Board of Directors, and shall act only in the intervals between meetings of the Board of Directors, and shall be subject at all times to the control of the board of Directors.

  1. The Board of Directors shall maintain a written “Policies and Procedures Manual” that specifies details of managing the corporate powers via its various rules and regulations. The Board of Directors shall have the power to add, delete, modify, or otherwise control the contents of this “Policies and Procedures” manual with the majority vote of the membership.

Section 2 – Number

The authorized number of directors shall be equal to the number of governing board members until changed by amendment of this article of these by-laws.

Section 3 – Titles

The governing board known, as the Board of Directors of the KV, shall be comprised of a President, Vice-President, Secretary/Treasurer, Public Relations/ Education Representative, Confederate Brigade Commander, Union Brigade Commander, and Civilian Representative.

Section 4 – Authority

  1. Each member shall have one equal vote and voice

  1. In such cases as it becomes necessary that a governing board member must serve as a Brigade Commander or Civilian Representative, then another representative must be appointed to fill the vacancy.

  1. If any elected officer of the Board of Directors must be absent from a board meeting, he/she may select a temporary replacement to represent him/her at the meeting. The temporary replacement shall have the full authority of the absent Board member. The temporary replacement shall serve in this position for no more than two (2) meetings of the Board.

Section 5 - Quorum and Actions

  1. A quorum for all meetings of the Board of Directors shall consist of a majority of the whole number of Board members elected.

  1. Meetings shall be held at least twice per year and all members of the board shall be notified in writing at least two (2) weeks prior to the meeting. Additional meetings may be held as needed.

  1. Every act or decision done or made by a majority of the directors present at a meeting duly held at which a quorum is present is the act of the board, subject to the provisions of these by-laws and provisions of the State of Kentucky.

Section 6 – Vacancies

  1. When a vacancy is created on the Board of Directors, the Board of Directors shall have authority to appoint a qualified KV member to fill the vacancy of office.

  1. This position shall be considered pro temp for such a period as will allow adequate opportunity for the vacancy to be announced public ally to the general membership via an official mode of communication.

  1. The Board will call for nominations or letters of intent to run, from the general membership, so that a duly called election may be conducted in order to fill the vacant office within 90 days of becoming vacant. If the vacancy occurs within six (6) months of the annual Board elections, then the office shall be filled pro temp until the end of the official term.

  1. The pro temp officer shall be selected from the candidates by a majority vote of the Board of Directors.

Section 7 – Elections

  1. The Board of Directors will be elected at the annual general membership meeting and will serve a two (2) year term.

  1. Candidates for each board position must be a member of the KV in good standing, for at least one (1) year, and at least 21 years of age.

  1. Letters of intent to run for a board position must be submitted to the general membership along with all communication related to the general membership meeting. All communication regarding the annual meeting must go out, to the membership, at least thirty (30) days prior to the annual meeting.

  1. A simple majority, as determined by ballot, shall constitute an election.

Section 8 – Duties and Responsibilities

  1. President:

  • Preside over all Board of Directors and general membership meetings

  • To sign all contracts and to serve as the representative for the KV in all local, state, and/ or federal issues.

  • Preside over the business of the KV organization.

  • Authorize and establish committees and/or appoint qualified members to perform special assignments as necessary.

  1. Vice-President:

  • Assist the President in any business of matters directly related to the KV.

  • Presume the duties of the President in the event of the President’s absence.

  • Insure compliance with the “Policies and Procedures” manual.

  1. Secretary/Treasurer

a) Secretary duties

  • Take minutes of all Board and membership meetings and submit to membership within thirty (30) days following the scheduled meeting.

  • Complete and submit necessary forms for the organization.

  • Maintain membership records and report to the Board regarding any member not in good standing.

  • Prepare and send all correspondence to the membership as directed by the Board.

b) Treasurer duties

  • Maintain complete and accurate financial records of the organization.

  • Prepare annual tax returns and schedule necessary audits.

  • Create annual budget for KV organization.

  • Manage payables as directed by the annual budget.

4. Brigade Commanders:

  • Plan and implement all Brigade activities for KV sponsored events.

  • Coordinate battlefield reenactment scenarios.

  • Act as the Brigades liaison to the Board of Directors.

  • Enforce the “Policies and Procedure” manual.

  • Appoint staff positions to assist in field command.

5. Civilian Representative:

  • Plan and coordinate all civilian activities at KV sponsored events.

  • Enforce the “Policies and Procedures” manual.

  • Serve as liaison for all non-combatants.

  • Assist in developing civilian impressions.

  1. Public Relations/Education

a) Public Relations duties

  • Coordinate advertising and media coverage for the KV organization.

  • Develop PR for the organization

  • Liaison with the media in all publicity for the organization.

  • Sanctions all promotional and recruiting material for the KV.

  • Designs venues for communication internally and externally to the organization.

b) Educational Representative duties:

  • Liaison with the educational community.

  • Coordinate school programs to promote history of the Civil War.

  • Standardize presentations to develop consistency and accuracy.

ARTICLE IV: MEETINGS

Section 1 – Location

Location of all meetings will be determined by the board of Directors and communicated to the general membership, in writing, at least thirty (30) days prior to the meeting.


Section 2 – Bi-annual

  1. The bi-annual meetings shall be held in the first and third quarters of each year and the specific date will be determined by the board of Directors and duly communicated.

  1. Meetings shall be held to hold elections and conduct general membership business. Elections will follow specific guidelines as outlined in “Policies and Procedures” manual.

  • The first quarter meeting shall be held to conduct general business, and a quorum will be determined by the majority presence of the board of directors.

  • The third quarter meeting shall be held to conduct general business and annual elections. A quorum for this meeting consists of a majority of members in good standing.

  1. Meetings shall follow Robert’s Rules of Order.

ARTICLE V: MEMBERS

Section 1 – Membership in the KV is open to anyone who adheres to the principles of the organization regardless of gender, race, or religion. Detailed description of membership rights and privileges are outlined in the “Policies and Procedures” manual.

Section 2 – Membership consists of three categories.

  • Combatants: open to all members sixteen (16) years of age or older who pass muster as being male on observation.

  • Civilians or non-combatants: This is open to any family member or individual interested in a civilian impression.

  • Associate: Open to those who support the mission and purpose of the organization but who do not wish to participate in reenactment or living history.

ARTICLE VI: AMENDMENTS

The document of the KV known as the Constitution and By-laws may be amended by a majority vote on the Board then sent to the general membership for approval. Ratification of any amendment is by a 2/3 majority of those voting.

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