By-Laws

ARTICLE I -- NAME

The name of the organization is the OLIN FAMILY SOCIETY.

ARTICLE II -- PURPOSE

The Olin Family Society is a non-profit organization which furthers communication and contacts among and shares information about the history and descendants of John Olin who came to America on or about 1678, married Susannah Spencer in 1708, and died in 1742.

ARTICLE III -- GOALS

Goals of the Olin Family Society shall be to:

  1. encourage research in Olin family history;
  2. foster formation and continuation of local and regional reunions and provide other opportunities to socialize with descendants of John Olin;
  3. encourage connection with members of one's kin family;
  4. maintain family histories, stories, traditions, records and artifacts; and,
  5. develop activities, programs or resources as need is determined.

ARTICLE IV -- MEMBERSHIP

Section 1. Regular Members: Direct descendants of John Olin and their spouse are entitled to become Regular Members of the Olin Family Society, and shall have full membership rights including the right to hold office and vote on Society matters.

Section 2. Associate Members: Persons interested in supporting the goals of the Olin Family Society but who are not descended from John Olin may apply to become Associate Members. Associate Members shall not have the right to hold office or vote on Society matters.

ARTICLE V -- COUNCIL OF REPRESENTATIVES

Section 1. Authority: The property, affairs, and management of the Olin Family Society shall be vested in and controlled by the Council of Representatives.

Section 2. Composition: Each local Olin Family Reunion shall be entitled to select two representatives to become members of the Council of Representatives. In addition, four (4) members-at-large shall be elected from the regular membership.

Section 3. Reunions: A Reunion is defined as a gathering of either five or more families or twenty or more persons who are descendants of John Olin which meets all of the following:

  1. Plans to meet at least annually,
  2. Encourages attendance of other Olin Family members,
  3. Has a designated contact person,
  4. Keeps records of Reunion attendance, events, and vital statistics of members to be filed annually with the Olin Family Society.

Section 4. Responsibilities: In managing the affairs of the Olin Family Society, the Council shall be responsible for:

  1. Creating standing and special committees.
  2. Authorizing receipt and disbursement of funds.
  3. Determining programs and activities to be undertaken.

ARTICLE VI -- MEETINGS OF THE COUNCIL

Section 1. Regular Meetings: The Council of Representatives shall hold at least one meeting per year which may include the annual meeting. The location for meetings will be designated in the meeting agenda, to be mailed to each Council member one month prior to the meeting.

Section 2. Annual Meeting: The Annual Meeting shall be held at a date and place to be specified by the Council.

Section 3. Special Meetings: Special meetings may be called by the President as needed with sufficient notice to all Council members so that Representatives can provide input by mail if necessary. Notice of special meetings must include a statement of purpose of the meeting as well as the date, time, location and address of the special meeting and telephone or electronic contact numbers.

Section 4. Voting and Participation in Discussions: Provision shall be made for Council members who live at great distances to provide input and vote by means of letters, telephone, or electronic media.

Section 5. Quorum: A quorum shall be one-half plus one of the number of duly elected Representatives and Members-at-Large who shall be counted whether they participate in person, by mail, or electronically.

ARTICLE VII -- OFFICERS AND DUTIES

Section 1. Officers: The elected officers of the Olin Family Society shall be: President; Vice-President; and Secretary-Treasurer. Additional offices may be created as needed.

Section 2. Election: The officers shall be elected by majority vote of the Regular Members.

Section 3. Term: A term of office shall be for five years and shall begin after Installation at the next Annual Meeting.

Section 4. Removal from Office: By majority vote of the entire Council, the Council may remove any officer from office for failure to perform assigned duties or for other cause.

Section 5. Vacancies: A vacancy in an office during a term shall be filled by majority vote of the Council. The officer elected shall serve the remainder of the term of the person being replaced.

Section 6. Duties and Powers: Duties and powers shall include but not be limited to the following:

6.1. President. The President presides at meetings of the Council, appoints committee Chairs and members and is an ex officio member of all committees except the Nominating Committee.

6.2. Vice President. The Vice President presides at Council meetings in the absence of the President and assumes such duties as may be assigned by the President, the Council, or the Executive Committee.

6.3. Secretary-Treasurer. The Secretary-Treasurer shall keep the minutes of the meetings of the Council, send out meeting notices, and foster and promote new and existing local Olin Family Reunions. The Secretary-Treasurer shall be responsible for the supervision of and accounting for all funds received or expended by the Olin Family Society. The Secretary-Treasurer shall provide regular financial reports to the Council and shall see that all funds of the organization are deposited in a timely manner in designated accounts of the Olin Family Society and shall disburse funds only as authorized. A full financial report for all accounts shall be provided at the annual meeting. Books shall be audited annually.

Section 7. In addition to elected officers, the Council shall appoint the following officers who shall serve as ex officio members of the Council:

7.1. Genealogist: The Genealogist shall maintain genealogical records: keep records of births, deaths, marriages, divorces and adoptions; respond to genealogical queries; record transactions; and be custodian of the organization records of the Olin Family Society.

7.2. Historian: The Historian shall research and maintain family history, provide updates periodically, and recommend long-term ways to preserve family records and artifacts.

7.3. Newsletter Editor: The Newsletter Editor shall be responsible for editing and disseminating a newsletter for members of the Olin Family Society.

ARTICLE VIII -- COMMITTEES

Section 1. The Executive Committee. The Executive Committee shall consist of the President, Vice-president, Secretary-Treasurer, and the Chairperson of the Nominating Committee. The President shall serve as chairperson of the Executive Committee. The Executive Committee shall oversee the business and activities of the Olin Family Society and shall be empowered to transact business as may be necessary between Council meetings. The Executive Committee shall submit a report of its actions at the next regularly scheduled or special meeting of the Council. Meetings of the Executive Committee will generally be called by the Chairperson but may be called by the Secretary-Treasurer when requested in writing by two members of the Executive Committee.

Section 2. Nominating Committee. A Nominating Committee of at least three persons shall be appointed by the Executive Committee from the regular membership of the Olin Family Society. The Nominating Committee shall select its own Chairperson who becomes a full member of the Executive Committee. The Nominating Committee shall develop a slate or slates of nominees for offices which shall be mailed to all regular members at least three months in advance of the Annual Meeting of the Olin Family Society at which officers will be installed. Write-in nominations are accepted. The Nominating Committee shall suggest candidates to fill vacancies as the need arises.

Section 3. Appointed Officers may develop committees to: assist in carrying out their duties; encourage national and international working relationships; and, expand the number of persons with skills.

ARTICLE IX -- ENACTMENT

These By-laws of the Olin Family Society will become fully effective when approved by majority vote of the membership of the Olin Family Society. The Nominating Committee required under these by-laws shall be appointed not later than December 1, 1995.

ARTICLE X -- AMENDMENTS

Amendments to these by-laws may be proposed either by a majority vote of the Council or by a petition signed by at least twenty percent of the Regular Membership. To be adopted, amendments must be approved by two-thirds of the Regular Members voting on it, provided that the amendments have been submitted in writing to all Regular Members at least one month prior to the voting deadline.

ARTICLE XI -- NON-INUREMENT

No part of net earnings or other income of the organization shall inure to the benefit of or shall be distributed to its members, trustees, directors, officers or other private persons except that the organization shall be authorized and empowered to pay reasonable compensation for services rendered, compensate necessary and reasonable expenses incurred while on organization business, and to make payments and distributions in the furtherance of its purpose.

ARTICLE XII -- DISSOLUTION

If the Olin Family Society shall cease to carry out its purpose, all assets held by it in trust or otherwise, shall, after payment of its liabilities, be paid over to an organization, the purposes of which are similar to those of the Olin Family Society.

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REVISION HISTORY

2009 July 1: By vote of the membership, the positions of Secretary and Treasurer were combined into the single position of Secretary-Treasurer. The original texts:
Article VII, Section 1. Officers: The elected officers of the Olin Family Society shall be: President; Vice-President; Secretary; and, Treasurer. Additional offices may be created as needed.
Article VII, Subsection 6.3. Secretary. The Secretary shall keep the minutes of the meetings of the Council, send out meeting notices, and foster and promote new and existing local Olin Family Reunions.
Article VII, Subsection 6.4. Treasurer. The Treasurer shall be responsible for the supervision of and accounting for all funds received or expended by the Olin Family Society. The Treasurer shall provide regular financial reports to the Council and shall see that all funds of the organization are deposited in a timely manner in designated accounts of the Olin Family Society and shall disburse funds only as authorized. A full financial report for all accounts shall be provided at the annual meeting. Books shall be audited annually.
Article VIII, Section 1. The Executive Committee. The Executive Committee shall consist of the President, Vice-president, Secretary, Treasurer, and the Chairperson of the Nominating Committee. The President shall serve as chairperson of the Executive Committee. The Executive Committee shall oversee the business and activities of the Olin Family Society and shall be empowered to transact business as may be necessary between Council meetings. The Executive Committee shall submit a report of its actions at the next regularly scheduled or special meeting of the Council. Meetings of the Executive Committee will generally be called by the Chairperson but may be called by the Secretary when requested in writing by two members of the Executive Committee.
2006 July 31: By vote of the membership, Article VII was modified. The original text:
Section 3. Term: A term of office shall be for five years and shall begin after Installation at the next Annual Meeting. No officer may serve more than two consecutive full terms in the same office.
2006 January 31: By vote of the membership, Article VII was modified. The original text:
6.3. Secretary. The Secretary shall keep the minutes of the meetings of the Council, send out meeting notices, record transactions, and be custodian of the organization records of the Olin Family Society.
2006 January 31: By vote of the membership, Article VII was modified. The original text:
7.1. Genealogist: The Genealogist shall maintain genealogical records: keep records of births, deaths, marriages, divorces and adoptions; and respond to genealogical queries.