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HomeMy WebLinkAbout2009 10 12 Regular 601 Requesting City Commission Direction On The Formation of A Historical SocietyCOMMISSION AGENDA I?EM 60" October 12, 2009 Regular Meeting CONSIDERATIONS: Consent Informational Public Hearing Regular X Dept. Authorization REQUEST: The Parks and Recreation Department is requesting City Commission direction on the formation of a Winter Springs Historical Society. PURPOSE: The purpose of this item is to provide direction on the formation of a Winter Springs Historical Society. At the August 10, 2009, City Commission meeting staff were directed to look at Mr. Grogan's building and look into the formation of a Winter Springs Historical Society. Staff reviewed and discussed the potential use of most of the building, which was the first Winter Springs City Hall, as a Historical Society Building with Mr. Grogan. (attached Building Plan highlighted areas) Mr. Grogan also provided a draft lease agreement (attached). Staff requested the Building Department to review the building area for compliance and ADA accessibility (attached). Staff researched all the Historical Societies in Seminole County and also Maitland and Winter Park. Staff found that all except the Seminole County Historical Commission are non profit organizations which raise funds and coordinate the operation /staffing of their facility. By being a non profit they are better able to grow membership to raise funds, obtain grants, and seek other funding sources and assistance. The City could also establish an ad hoc committee as a Historical Commission and make appointments similar to Seminole County. However, there are costs involved for the City Clerk's office to support this board estimated to be a minimum of $4,000 per year. Also, Parks and Recreation staff will need to provide support estimated to be a minimum of $2,000 per year (Total: $6,000 per year). Parks and Recreation staff is willing to schedule a meeting at the Senior Center with all interested citizens and also representatives from other Historical Societies to look into the formation of a non profit Winter Springs Historical Society if this is what the Commission desires. Agenda Item Regular 601 October 12, 2009 Page 2 FUNDING: Potentially $6,000 per year for staff support if an Ad Hoc Historical Committee is formed. Also, potentially $12,840 per year for lease of building. RECOMMENDATIONS: Parks and Recreation recommends that the City Commission provide direction regarding the formation of a Winter Springs Historical Society. ATTACHMENTS: Attachment #1 Attachment #2 Attachment 43 Attachment #4 COMMISSION ACTION: Building site plan with potential areas for a Historical Society highlighted. Building Department report. Draft lease agreement. Staff research with draft by -laws. 14' 204 s.f. Building plan 255 s.f. M 15'3" FLOOR PLAN Approx. 1,300 s.f. FORMER UTILITY OFFICE 1 N. Fairfax Avenue 1 Scale: Date: 8/15/94 1 Drawn By: KDL I Project OFFICE 1 ATTACHMENT #1 337 s.f. 1 N 13'9" 161 s.f. 13'9" 7 151 s.f. X r 1 13'9" 190 s.f. 14' City of Winter Springs Utility Department 110 N. Flamingo Avenue Winter Springs, FL 32708 Memo To: David J. Alamina From: Michael J. Scheraldi CC: Randy Stevenson, Chuck Pula Date: September 30, 2009 Re: Winter Springs Museum 1 City of Winter Springs Building Division ATTACHMENT #2 As requested I met with Chuck Pula to investigate what, if any, code required changes would need to be made to the property located at 1 N Fairfax Ave. to allow the opening of a museum at the location. It is important to understand that the following conclusions, though based in code, were made without the benefit of plans for the proposed occupancy and used some assumptions on my part concerning the existing structure. This memo should not be mistaken as an in depth review for permitting. It is just an opinion based on a quick site visit. The existing structure was constructed and designed to be used as a business occupancy. Allowing a museum to open in a portion of the building would constitute a partial change of occupancy /use and will change the occupancy of the structure to a mixed use. A museum with an occupancy load of more than 50 people is classified as an A -3 (section 303 FBC). The space in question has an occupancy load of over 50 people (T1004.1.1 FBC). When the occupancy of a building changes, the provisions of sections 902 through 912 FBC(E) shall apply. It will be necessary to provide a 2hr rated wall assembly between the new assembly occupancy and the existing business occupancy 912.5.3 FBC(E), T508.3.3 FBC. The occupant load would require the occupancy to have two exits with a minimum of 32" clear opening width 912.4 FBC(E), T1019.1 T1015.1 FBC. The space has 3 openings that meet the minimum clear width but we will need to verify the minimum required distance between two of the exits 1015.2.1 FBC. The swing of one exit door will need to change and two interior doors may need to be removed 1008 FBC. The exit access width between the exit door and the public way will need to be widened to 44" 1021 FBC. It currently is approximately 36" and may be as easy as moving an existing fence several inches. The area of the building undergoing a change of occupancy /renovation will need to comply with Chapter 11 of the Florida Building Code for accessibility 912.8 FBC(E). There are several accessibility issues which will need to be addressed. The first being the 4" step currently at all the entrance and exits. At the very least the two required egress exits will need to be addressed. Secondly, we will need accessible bathrooms. The current bathrooms also have the 4" step and do not meet the required size dimensions. Code requires the bathrooms to meet the increased plumbing demand 910 FBC(E). The new occupancy is required by code to have separate male and female bathrooms 403.2 FBC(P). The property currently has two bathrooms but they will not be able to meet accessibility requirements as built. It may be possible to join the two bathrooms into one to meets the accessibility requirements if there is an exception allowing a unisex bathroom. There is one accessible parking space on an accessible route. The need for more will need to be investigated. I did not take notice of control and operation mechanisms but they too will need to meet requirements. (ex. door knobs, thresholds, etc...) Exit signs and emergency lighting will also need to be added 912.4 FBC(E), 1006 FBC. Once again I want to reiterate that this is not a formal review and there may be other requirements not stated here when plans are submitted for permitting. The fire marshall will need to review the plans and apply their requirements as needed. When and if plans are submitted for this project, they we need to be signed and sealed by a design professional licensed in the state of Florida. Page 2 COMMERCIAL PROPERTY LEASE The State of Fl. County of Seminole ATTACHMENT #3 This lease is made between Richard or Mary Grogan, of 1 North Fairfax Ave., Winter Springs, F1., herein referred to as lessor, and,City of Winter Springs of 1126 E. State Road Winter Springs, F1., herein referred to as lessee. Lessor hereby leases to lessee and lessee hereby hires the space presently known as: 1 N. Fairfax Ave. Suite 100 and 200 in the building located at 1 N. Fairfax Ave. Suite 100 and 200, Winter Springs, Fl., referred to below as the building, the same constituting 804 sq. ft. square fee, MOL. The space is leased for a term of 12 months, to commence on month /day /year and to continue until month /day /year. The total monthly rental is the sum of $1070.00, one thousand seventy no /100 dollars) which is payable in equal monthly installments, in advance, on the first day of each calendar month. Lessee shall in addition pay such applicable sales /use taxes as may be levied from time to time by competent authority in addition to the base rental. Lessee shall pay rent, and any additional rental as provided below, to lessor at lessor's above stated address, or at such other place as lessor may designate in writing, without demand, and without counterclaim, deduction or setoff. Lessee shall use and occupy the premises as Office space and for no other purpose. Lessor represents that the premises may be lawfully used for such purpose. Lessee shall commit no act of waste and shall take good care of the premises and the fixtures and appurtenances therein, and shall, in the use and occupancy of the premises, conform to all laws, orders and regulations of the federal, state, and municipal government of any of their departments. All improvements made by lessee to the premises which are so attached to the premises that they cannot be removed without material injury to the premises, shall become the property of lessor upon installation. Not later than the last day of the term lessee shall, at lessee's expense, remove all of lessee's personal property and those improvements made by lessee which have not become the property of the lessor, including trade fixtures, cabinet work, movable paneling, partitions and the like; repair all injury done by or in connection with the installation or removal of the property and improvements; surrender the premises in as good condition as they were at the beginning of the term, reasonable wear and damage by fire, the elements, casualty, or other cause not due to the misuse or neglect by lessee or lessee's agents, servants, visitors, servants or licensees, excepted. All property of the lessee remaining on the property after the last day of the term of this lease shall be conclusively deemed abandoned and may be removed by lessor, and lessee shall reimburse lessor for the cost of such removal. Lessor may have any such property stored at lessee's risk and expense. Lessee shall not, without first obtaining the written consent of the lessor, make any alterations, additions or improvements in, to or about the premises. Lessee shall not do or suffer anything to be done on the premises which will cause an increase in the rate of fire insurance on the building. Lessee shall not permit the accumulation of waste or refuse matter on the leased premises or anywhere in or near the building. Lessee shall not, without first obtaining the written consent of the lessor, abandon the premises, or allow the premises to become vacant or deserted. Lessee shall not, without obtaining the written consent of the lessor, assign, mortgage, pledge, or encumber this lease, in whole or in part, or sublet the premises or any part of the premises. Lessee shall observe and comply with such reasonable rules and regulations as may be established from time to time by lessor. If the building is damaged by fire or any other cause to such extent that the cost of restoration, as reasonably estimated by lessor, will equal or exceed 60% of the replacement value of the building, just prior to the occurrence of the damage, then lessor may, no later than the seventh day following the damage, give lessee a notice of election to terminate the lease. In the event of such election this lease shall be deemed to terminate as of the date of the damage or destruction, and lessee shall surrender the premises within a reasonable time thereafter, and any pre- paid rent shall be refunded proportionally. If the premises or any part of the premises, or any part of the building materially affecting lessee's use of the premises, be taken by eminent domain, this lease shall terminate on the date when title vests pursuant to such taking. The rent shall be apportioned as of the termination date and any rent paid for any period beyond such date shall be repaid to lessee. This lease shall be subject and subordinate to all underlying leases and to mortgages which may now or hereafter affect such leases or the real property of which the premises form a part, and also all renewals, modifications, consolidations, and replacements of the underlying leases and mortgages. Lessee agrees to execute such estoppel letters or other documents required to confirm the same. Lessor may enter the premises at any reasonable time, upon adequate notice to lessee (except that no notice need be given in case of an emergency) for the purpose of inspection or the making of such repairs, replacements, or additions in, to, on and about the premises or the building, as lessor deems necessary or desirable. Lessor shall make repairs, except where the repair has been made necessary by misuse or neglect by lessee or lessee, to the structural items defined as the roof, walls, and items within the walls. All other repairs shall be the sole responsibility of the lessee. Lessor agrees to furnish electricity for usual office requirements; however, lessee shall not use any electrical equipment which in lessor's reasonable opinion will overload the wiring installations or interfere with the reasonable use of such installations by lessor or other tenants in the building. The Lessee shall at all times maintain public liability insurance with a minimum 1,000 000. dollars bodily injury liability. Lessee shall provide proof of this coverage to the lessor. This document represents the entire agreement of the parties and there are no representations not stated herein, and this agreement may only be modified by a writing executed by both parties hereto. Dated: Richard or Mary Grogan City of Winter Springs F1. Altamonte Springs Historical Society Non Profit 407 339 -2337 (Do not call) Opal, Treasurer (93 years old) not able to give much info due to health issues Referred to: Commissioner Jon Batmon Phone: 407 339 9247 /Cell: 407 310 -9024 Email: jonbation @embarqmail.com 380 Lake Seminary Circle, Maitland, FL 32751 Has charter and registers each year with the State Operating since 1991 -1992 President: Carmen Beirman Phone: 407 830 -0899 Central Florida Society for Historic Preservation Non Profit PO Box 520500, Longwood, FL 32752 Bradlee- McIntyre House 407 332 -0225 Contact for Info: 407 331 -7354 130 W. Warren Ave, Longwood, FL 32750 Run by Central Florida Society for Historical Preservation Charter: No idea where it is. Would have to do some searching to locate it. President: Butch Bundy (Mayor of Longwood) Phone: 407 767 -1636 Please feel free to come to Board Meeting for additional information /questions. Meetings are held 2nd Monday of each month (6pm Board Meeting /7pm General Membership) Location: Historic Civic Center in Longwood. Geneva Historical Genealogical Society Non Profit 407 349 -5697 Contact: Mary Jo Martin, Museum of Geneva History Chairman PO Box 91, Geneva, FL 32732 Charter: Emailed By -Laws President: Cindy Simonton Phone: 407 392 -3057 Email: csimonton @firstam.com Runs the Museum of Geneva History 1 street in Geneva Website: htto: /www.useennet .ore /usa /fl /countv /seminole /Geneva/ ATTACHMENT #4 Museum of Seminole County History 407 321 -2489 300 Bush Blvd, Sanford, FL 32773 The Historical Commission is a fifteen (15) member board that is appointed by the Board of County Commissioners and is an advisory board to the BCC concerning the Museum. The Historical Commission meets once a month (on the 3rd Thursday) to discuss matters of historical interest concerning Seminole County, including the preservation of historical material, recommendation of placement of historical markers, and the operation of the Museum of Seminole County History. Chairman: Don Epps Website: htto: /seminolecountvfl.eov /leisure /museum/ Sanford Historical Society, Inc. Non Profit Supports the efforts of the Sanford Museum to foster interest in the history of Sanford and its environs. PO Box 168, Sanford, FL 32772 -0168 President: Walter Smith Phone: 407 323 -5088 Email: waltcharsmithabellsouth.net Society meets at 4:45pm on the 4th Thursday of alternate months beginning in January. Location: Sanford Museum. Website: htto /sanfordhistorv.triood.com /index.html Sanford Museum of History 407 688 -5198 520 East First Street, Sanford, FL 32771 Division of the Sanford Parks and Recreation Department Lake Mary Historical Commission 407 321 -3094 (Mrs. Keogh) Left several messages not able to connect with Mrs. Keogh 123 W. Lake Mary Ave, Lake Mary, FL 32746 President: Mrs. Lash Oveido Historical Society Non Profit 407 365 -6631 Contact for Info: Cindy Twerdochlib (past president 407 365 -4380) PO Box 620841, Oveido, FL 32762 -0841 President: Mimi Bruce Phone: 407 365 -6631 Email: nelsonmb @fdn.com No Charter Meets 3rd Tuesday of every month. Currently meeting at Nelson and Company (President works here). BYLAWS SANFORD HISTORICAL SOCIETY ARTICLE I NAME The name of this organization shall be the Sanford Historical Society, Inc. ARTICLE II PURPOSE The society's purpose is to foster interest in and the history of Sanford and its environs. The society shall support the efforts of the Sanford Museum to accomplish these goals Section 1 1 Revised 2003 ARTICLE III MEMBERSHIP Membership shall be open to all persons and organizations having an interest in the purposes and objectives of the society and they may be admitted to membership under one of the following categories: A. Individual Membership Full privileges and voting rights for those individuals who pay annual dues. B. Family Membership Family unit consisting of parents and children who have not reached their 22n birthday. Only parents or guardians will have voting rights. C. Patron Membership Those persons or families that donate $100.00 to the society annually. D. Individual Life Membership Those individuals who pay the one time sum of $500.00 are thenceforth exempt from dues for life but shall maintain voting rights. E. Corporate Membership Those business organizations who pay annual dues of $500.00. These organizations shall have one vote at all general meetings. F. Honorary Life Membership May be given at the recommendation of the Executive Board to those who have performed outstanding service to the Society and will include all privileges and voting rights. G. Complimentary Membership To be awarded at the recommendation of the Executive Board to anyone who has performed an outstanding service on behalf of the Society or the Museum. The length of the membership shall be determined by the Executive Board. This individual shall have all privileges and voting rights. The curator of the museum is to be given complimentary membership and shall have full vbting rights and privileges. Section 2 phi ss Dues shall become payable on the 1" of January every year, although first time members joining during the last quarter of the year shall be considered full members for the following year. Section 3 Any active member in good standing on or before January 1, 1984 shall be designated as a charter Member and those names shall be a matter of record at the Museum. Section 1 Officers The officers of this Society shall be President, Vice President, Secretary, Membership Secretary, Treasurer, and four directors. Section 2 Executive Board The officers of the Society shall constitute the Executive Board and shall have vested in them the authority to conduct the business of the Society. The Museum Curator may act in an advisory capacity but is non voting. Section 3 Ejection— The officers shall be elected at the November meeting. They shall assume office following the end of the annual meeting in January. Officers, with the exception of Directors, shall serve one year terms. Directors shall serve two year terms on a rotating basis with two directors being elected each year. Section 4 ARTICLE IV Officers Tenn of Office The President, Vice President and Secretary are eligible to serve only two consecutive terms in the same office. The Treasurer and Membership Secretary may serve an unlimited number of consecutive terms. Directors cannot serve consecutive terms in that office. Section 5 Removal frpm Office Any officer of the Society may be removed from office by a vote of two-thirds of the membership or by his/her own request. Section 6 Macancies Should an office become vacant during the term, the Executive Board would recommend a replacement to be approved at the next genera meeting. Section 1 ARTICLE V Duties of Officers President The President shall be the executive officer of the organization, shall preside at all meetings of the membership and the Executive Board, shall exercise a general supervision of the business affairs and property of the Society, shall be an ex -officio member of all committees except the nominating committee, and shall appoint the chairman and committee members of all committees with the approval of the executive board. Section 2 Vice- President If at any time the President shall be absent or unable to attend to his/her duties to the Society, the Vice- President shall assume the duties of the President until such time as the President is able to assume full duties. He/she may also be assigned other duties as designated by the president Section 3 Secretary The Secretary shall keep the minutes of all meetings of the Society and of the Executive Board and shall maintain all other records of the Society except those of the Treasurer. The Secretary shall conduct the correspondence of the Society and shall notify the Executive Board of board meetings. Section 4 Membership Secretary, The Membership Secretary shall maintain a current membership list He/She shall be responsible for editing a bimonthly newsletter which shall be sent to the membership before each regularly scheduled meeting. Section 5 Treasurer The Treasurer shall maintain accurate accounts of the finances of the Society and shall be responsible for the collection of dues. The finds of the Society are to be deposited in a financial institution recommended by the Treasurer and approved by the Executive Board. All withdrawals from these funds shall be made by check signed by either the Treasurer or the President. In the event of temporary incapacity of the President and/or Treasurer, the Vice- President may be given signatory privileges. The funds of the Society are to be audited annually by two members appointed by the Executive Board. The Treasurer shall also serve as chairman of the budget committee. Section 6 Directors Directors shall attend all Executive Board meetings and perform other duties as assigned by the president. Section 1 ARTICLE VI Meetings Annual Meeting The annual meeting of the Society shall be held in January each year, as defined in the Standing Rules, for the purpose of A. Installation of officers and directors. B. Receiving the annual reports of the executive Board and the standing committees. C. Acting on other matters requiring attention. D. Presentation and adoption of the budget for the coming year. Section 2 Regular Meeting The regular meetings of the Society shall be held as established in the Standing Rules. Section 3 Executive Board Meetings Executive Board meetings shall be held prior to regular meetings or as deemed necessary by the President. Section 4 Called Meetings special meetings of the membership may be called by the Executive Board at its discretion. When possible, members should be given at least three days notice of the meeting and a statement as to the purpose of the meeting. No business other than that specified shall be transacted at any such meeting. Section 5 Ouorum A quorum of the membership for the transaction of regular business shall be ten voting members. Five members of a called meeting of the Executive Board shall constitute a quorum. Section 1 Nominating Committee A nominating committee shall be appointed by the president in September. This committee shall provide a list of candidates for each office of the Society. This list shall be submitted to the Membership Secretary at least one month prior to the November meeting. Candidates may also be nominated from the floor at the November meeting. Section 2 Budget Committee A budget committee composed of the incoming Treasurer, Secretary, and President shall submit a budget for the coming year at the annual meeting. Section 3 ARTICLE VIII Amendments ARTICLE VII Committees Other Committees The President, with the approval of the Executive Board, shall appoint other committees as deemed necessary to carry out Society functions. The bylaws of the Society may be amended by two- thirds vote of the members present at any meeting of the Society, provided that the proposed changes have been presented to the membership at least thirty days prior to such meeting. Parliamentary Authority Except as otherwise provided by the bylaws•of the Society, the latest revision of Robert's Rules of Order shall be the authority on all questions of parliamentary Iaw. 1. The regular meetings of the society shall be held on the fourth Thursday of January, March, May, July, September, and November at 5:00 p.m., unless a major conflict occurs in which case the President may set another date and/or time. 2. The annual meeting shall be held on the fourth Thursday of January. 3. The Membership Secretary shall notify members of the regular meetings at least 8 -10 days prior to the meeting and shall state the place, date, time, and purpose of the meeting. 4. Any function to be held by the Society at the Sanford Museum must be planned in cooperation with the staff of the museum. 5. Only a member in good standing may be nominated for an office. 7. The annual dues for individual and family membership shall be decided at the September meeting as recommended by the budget committee and the board of directors. 8. The presiding officer shall determine whether the election of officers shall be by ballot, voice vote, or show of hands. 2 Revised 2003 r ARTICLE IX STANDING RULES By -Laws of Geneva 3-CistoricaC& GeneaCogicaC Society, Inc. ARTICLE I NAME ARTICLE II OBJECTIVES ARTICLE III MEMBERSHIP May 25, 2000 This corporation shall be known as the Geneva Historical and Genealogical Society, Inc., a non profit Florida corporation. The objectives of this Corporation are as follows: (a) To collect genealogical and historical records of pioneer families interred in the Geneva cemeteries. (b) To locate and place proper markers on historical spots or sites. (c) To place identifying markers on all veterans' graves. (d) To obtain land and property for the purpose of establishing and maintaining historical parks and facilities. (e) To buy, sell and hold land and property for the purpose of perpetuating historical sites, museums and parks. (f) To improve, promote and maintain holdings of this corporation. Section 1. Membership. Any person interested in the work and purposes of the Society may become a member by paying the dues. 2 Section 2. Classes of Membership. There shall be five classes of membership in this corporation, namely Annual Members, Child Members, Family Members, Life Members, and Perpetual Members. Dues for each classification shall be determined annually by the Executive Board. (a) Annual Members: Persons shall become Annual Members by paying their annual dues. (b) Child Members: Children from birth up to 18 years shall become Child Members by paying the Child members dues. Child Members may not vote or hold office. (c) Family Members: A husband and wife and dependant children from birth up to 18 years may become members by paying the Family Membership dues. Only the husband and wife of a Family Membership may vote and hold office. (d) Life Members: Persons shall become Life Members by paying the Life Membership dues. (e) Perpetual Members: Persons shall be Perpetual Members by paying the Perpetual Membership dues. Such members shall have the privilege of naming an heir to continue their membership. Such membership shall cease upon death or resignation of said heir. Section 3. Voting. All members, except child members, shall have one vote at any duly convened membership meeting of the Society, which vote may be cast in person or by proxy in writing submitted to the Secretary of the Society before or at the time of the meeting. Section 4. Expulsion of Member. Any member may be expelled by a majority vote of the remaining members of the Society at any duly convened membership meeting of the Society. Article IV MEETINGS Section 1. Annual Meeting. The annual meeting of the membership of this Society shall be in Geneva, Florida, on the first Saturday of the month of May. One of the purposes of such meeting shall be the election of the Executive Board for the ensuing year, all of whom shall take office immediately following the election. Section 2. Special Meeting. Special meetings of the Society may be held at the call of the President, or in the absence of the President, the Vice President, or in the absence of both the President and Vice President, by any other officer of the Society on at least five days' notice in writing, mailed to each member of the Society at his/her address as revealed by the records of the Society. At such special meetings only matters as mentioned in the notice of such meeting may be acted upon. 3 Section 3. Ouorum. Twenty -five members of the Society shall constitute a quorum for the transaction of business at the annual meeting. Article V EXECUTIVE BOARD Section 1. Number and Term of Executive Board. The business, property, and affairs of the corporation shall be managed by an Executive Board composed of eleven persons who shall be members of this Corporation. Six of this number shall have been duly elected to an office in the Corporation; the remaining five members shall have been elected as directors. The Directors shall hold office until their successors are qualified and elected. Section 2. Vacancies. Vacancies in the Executive Board shall be filled by election by the remaining members of the Executive Board. Each person so elected to fill a vacancy shall remain on the Executive Board until a successor has been elected by a vote of the membership present, who may make such election at the next annual meeting or at any special meeting called for that purpose and held prior thereto. Section 3. Duties of the Executive Board. The Executive Board shall transact all business of the Society. It shall determine the policies, fiscal matters, employment of the staff and other personnel policies, and in general assume responsibility for the guidance of the affairs of the Society. Section 4. Meetings. The Executive Board shall meet at least four times each year. The time and place of Executive Board meetings shall be designated in a notice of the meeting mailed to each director at his/her address as revealed by the records of the Society not less than 10 days prior to any such meeting unless each director shall waive notice thereof before, at or after the meeting. Section 5. Quorum. The presence of a majority of the Executive Board shall be necessary at any meeting to constitute a quorum to transact business. The decision of a majority of the Executive Board present at a meeting when a quorum is present shall be the act of the Executive Board. Article VI OFFICERS Section 1. Officers. The officers of the Society shall consist of a President, Vice President, Past President, Recording Secretary, Corresponding Secretary and Treasurer, all of whom shall be members of the Executive Board, and shall be elected at the annual meeting of the Society by the members, to hold office for a period of one year. Section 2. Duties. The duties of the officers shall be as follows: The President shall preside over all meetings at which he or she shall be present. The Vice President shall preside when the President is absent or when requested to do so by the President. The Past President shall use his /her past experience and knowledge to help the new officers when needed. The Recording Secretary shall keep minutes of all meetings or proceedings of the organization. 4 The Corresponding Secretary shall conduct the correspondence of the Society, which includes mailing notices of the meetings of the Executive Board at least 10 days in advance and sending May Day (annual meeting) invitations to all members. The Treasurer shall receive, keep, disburse and account for all money of the Society and shall be empowered to pay operating expenses and other bills approved by the Executive Board. Article VII COMMITTEES Section 1. Standing Committees. The Society shall have the following standing committees: Nominating, Membership, By -Laws, Genealogy, Historical and Folklore, Projects, Ft. Lane Park, Cemetery, Publicity, Annual Program, Hospitality, Yearbook, Ways and Means, Finance, Audit, and Museum. The President shall select the Chairmen of the Standing Committees and shall submit the names to the Executive Board for approval. Together they shall select the committee members. Section 2. Nominating Committee. The President shall appoint the Nominating Committee Chairman at a regular meeting of the Executive Board held prior to the annual meeting of the members. Together they shall select two additional members to serve on the committee. The Nominating Committee shall present to the Executive Board a slate of directors and officers for the ensuing year. The Nominating Committee shall then report to the members at their annual meeting the slate of directors and officers proposed for the election for the ensuing year. Additional nominations for directors or officers may be made from the floor. Section 3. Duties of the Standina Committees. 5 (a) Membership: responsible for membership enrollment and follow -up activities; maintain records of paid members and categories of members. Distribute membership cards. 6 Notify members of lapsed dues and encourage them to continue membership. Cooperate with the Yearbook Committee on current membership and addresses. (b) By -Laws: to study and propose needed amendments to the By -Laws as permitted by the Articles of Incorporation. (c) Genealogy: to encourage and assist members of the Society to prepare a history and genealogy of their families for museum records and to collect and maintain in a safe place the genealogical records of the Society. (d) Historical and Folklore: to collect, arrange, record and preserve historical material including books, pictures, maps, charts, family histories, papers, objects and materials relating to the early history of the area; procure and preserve early pioneer narratives. Locate and place markers on locations of forts, mounds or where interesting or historical events occurred. To locate and place identifying markers on all veterans' graves. (e) Projects: to assume responsibility for major projects of the museum building and park buildings and such other new projects as designated by the Executive Board. (f) Fort Lane Park: to supervise the maintenance of Fort Lane Park and act as liaison between the caretaker and the Executive Board. (g) Cemetery: to beautify the cemetery grounds and assist in maintenance. (h) Publicity: to handle all public relations regarding the activities of the Society in newspapers, magazines, etc. (i) Annual Program: The President and Vice President are the overall chairmen for organizing the activities for the annual May Day celebration (annual meeting) and assisting and supervising committee chairmen in their duties for the event. (j) Hospitality: to organize arrangements for tables and food service for May Day Picnic, obtaining plates, cups, forks, napkins, etc.; arrange for cleanup; perform same duties at any other affairs of the Society that require food service. (k) Yearbook: to collect reports from committee chairmen and officers and edit and print the Yearbook, which is distributed during the May Day weekend. (1) Ways and Means: to promote, organize, and supervise all money raising projects. (m) Finance: to act as negotiating agent in transacting all major financial concerns for the Society (loans, mortgages, major purchases) as directed by the Executive Board. (n) Audit: to assume responsibility for annual verification of receipts and disbursements. (o) Museum: staff museum and post sign giving date and hours open to public. Collect, record, organize and preserve historical materials and artifacts of the Geneva area. Maintain exhibits, arrange displays for special events and others as planned by committee and /or Executive Board; provide educational activities to promote appreciation of Geneva history and heritage; keep record of "door receipt" donations; and post scrapbook. Article IX FISCAL YEAR The fiscal year of the Society shall be May 1 to April 30. Article X RULES OF ORDER Robert's Rules of Order shall be the parliamentary authority for all matters of procedure not specifically covered by these By -Laws. Article XI AMENDMENTS 7 The Executive Board may later amend, revise, add to, repeal, or rescind these By -Laws and /or adopt new By -Laws at pleasure by a majority vote of all members of the Executive Board, provided that notice of the proposed alteration, amendment, revision, addition, repeal, or rescission of the By -Laws or adoption of new By -Laws shall have been given to them at least five days preceding the meeting. Revisions approved by the Executive Board: May 25, 2000.