Colony Bylaws

LOS ANGELES COLONY BYLAWS

The Society of Mayflower Descendants in the State of California, Inc. BYLAWS OF THE LOS ANGELES COLONY

ARTICLE I – Name of the Organization

The name of this organization shall be “The Los Angeles Colony of the Society of Mayflower Descendants in the State of California, Inc.,” hereinafter referred to as the “Colony.”

ARTICLE II – Objectives

Section 1: To perpetuate to remote posterity the memory of the Pilgrim Fathers and Mothers, who boarded the Mayflower to undertake a voyage to the New World “for the Glory of God, and Advancement of the Christian Faith, and the Honour of our King and Country.”

Section 2: To maintain and defend the principles of civil and religious liberty, as set forth in the Mayflower Compact.

Section 3: To promote fellowship among members of the Colony and the State Society.

Section 4: To cherish and maintain the ideals and institutions of American freedom and to oppose any theories or actions that threaten their continuity.

ARTICLE III—Non-Profit Status of the Colony

Section 1: In carrying out the objectives of the Colony, the Colony and its members shall adhere at all times to the provisions of Section 501(c)(3) of the Internal Revenue Code, and other provisions applicable to the tax-exempt status of non-profit entities.

Section 2: The Colony and its members shall not engage in fund-raising or other activities that may adversely affect the non-profit status of the Colony or the State Society, including but not limited to the sale of merchandise or other items of value to the general public.

Section 3: The Colony shall obtain a valid State Issued Resale License if it wishes to “sell” items to the public or Colony members for a profit, and is responsible for maintaining all required records and paying all required sales taxes. Members shall not engage in any activity that might be deemed a “sale” without the express written approval of the State Society’s Executive Board.

Section 4: The Colony may sanction any of its members for any violation of this Article, including but not limited to suspension or expulsion from this Colony, after consultation with the Executive Board and Counselor of the State Society, pursuant to the provisions of Article VI below. The Colony may also refer the member to the State Society for such other and further sanctions as the State Society determines are appropriate and necessary.

ARTICLE IV – Organization of the Colony

Section 1: This Colony is formed to serve the members of the Society of Mayflower Descendants in the State of California, Inc. (the “State Society”) living within the geographic area of the Colony, or members of other Colonies who are dual members in this Colony but reside elsewhere.

Section 2: The Colony will cooperate with all the objectives of the State Society and the General Society of Mayflower Descendants (the “General Society”). The Colony shall adhere to all Bylaws, policies and procedures promulgated by the State Society, and shall comply will all directives of the General Society and/or the State Society.

ARTICLE V – Membership in the Colony

Section 1: Those eligible for membership in this Colony shall be members in good standing of the General Society and the State Society. Members not in good standing in the General Society and the State Society are not eligible for membership in this Colony.

Section 2: Members assigned to this Colony shall reside in or near the geographic region that this Colony serves, subject to such restrictions as the State Society may adopt from time to time.

Section 3: Members in good standing in another Colony are eligible to become “dual members” of this Colony.

Section 4: Members are responsible for giving timely notice to the Colony of any change of address or other contact information. A member may be expunged by the State Society from membership if the State Society and the Colony are unable to contact the member, after reasonable efforts have been made.

ARTICLE VI – Fees and Dues

Section 1: The per capita monies received from the State Society shall constitute the annual dues of members of the Colony, including Life Members.

Section 2: Colony members may be expunged from membership in the Colony for failure to pay his or her annual dues to the State Society, as shall be determined by the State Membership Secretary, whose decision is final and binding.

Section 3: Monies other than dues may be raised from members upon a majority vote of the Executive Board and as approved by majority vote of the membership at the annual meeting or other special meeting. This section shall not apply to cash or non-cash charitable contributions to the Colony by any of its members.

ARTICLE VII – Nominations and Elections

Section 1: At the regular meeting of the Colony in November of even years, a Nominating Committee, consisting of three members, shall, with Executive Board approval, be appointed by the Colony Governor.

Section 2: No member shall be eligible for the office who has not been an active member of the Colony for at least one year, except with the vote of two-thirds of the membership. No member shall be eligible to serve as Governor unless he or she has served as an Officer of this Colony for a two-year term.

Section 3: Election at the regular meeting held during February, March, or April of odd years shall be by a majority of the votes of members attending the meeting. Before voting for any Officer, members shall be given an opportunity for nominations from the floor, provided the consent of the nominee shall first have been obtained.

ARTICLE VIII – Officers of the Colony

Section 1: The elected Officers of the Colony shall be the Colony Governor, Assistant Governor, Elder, Secretary, Treasurer, Colony Membership Chair, Captain and Surgeon. These officers shall constitute the Executive Board of the Colony. The Governor shall also appoint a Delegate as an Officer of the Colony, to participate in the affairs of the State Society Board of Assistants, as set forth below. All Past Governors of the Colony shall be Honorary Governors for life with a vote on the Executive Board.

Section 2: The elected Colony Officers shall serve for two (2) years from the date they are elected to serve. No elected Officer may serve more than two consecutive terms without a vote of two-thirds of the Colony members in attendance at the annual meeting at which officers are elected. The term of any elected Officer is subject to early termination for cause, for failure to attend Colony meetings, or for continuing failure to carry out his or her duties. Unexcused absence from three consecutive Colony meetings shall be deemed a resignation.

Section 3: The Governor shall preside at all Colony meetings and shall be chief executive officer of the Colony. He or she shall appoint the members of any standing or special committees of the Board in consultation with the Executive Board, and shall be an ex-officio member of all such committees, except the Nominating Committee. The Governor or Assistant Governor will send out notices of all meetings.

Section 4: The Assistant Governor shall, in the absence or resignation the Colony Governor, perform all duties and responsibilities of the Governor for the balance of the Governor’s term.

Section 5: The Elder shall provide blessings and closing prayers at Colony meetings, notify the State Society of any deceased members, send condolence cards to deceased family members, and perform such other duties at the request of the Colony Governor.

Section 6: The Secretary shall

(a)  Keep a record of the meetings of the Colony.

(b)  Provide reports to the State Society as required under the State Society Bylaws, or as otherwise requested by the State Society.

Section 7: The Treasurer shall

(a)  Receive and disburse all funds only as authorized under the State Society bylaws, policies and procedures, or as directed by the Executive Board.

(b)  Provide a report of the financial status of the Colony at each Executive Board meeting.

(c)  Have authorization to sign checks along with the Colony Governor, subject to any limitations or restrictions established by the Governor or the Executive Board.

Section 8: The Colony Membership Chair (“CMC”) shall

(a)  serve as the Colony Registrar, maintaining the Colony Membership Roll in coordination with the State Membership Secretary to include updating the roll with added or removed members and keeping the State Membership Secretary up to date on changes in Colony members’ contact information or status; and

(b)  serve as the primary contact of the State Historian or Assistant Historians, who may assign to the Colony any new applicants who reside within the Colony boundaries and shall welcome such new applicants to the organization and invite them to Colony events and help them complete their applications, if called upon; and

(c) fulfill any other duties as requested by the Colony Governor.

(d) Additionally, the Colony Membership Chair may serve as the head of a Colony Membership Committee of appointed or volunteer members in good standing within the Colony to welcome new and prospective members to the Colony, as deemed necessary.

Section 9: The Captain shall
(a) carry out all orders of theGovernor and act as Marshall on occasions of ceremony

Section 10: The Surgeon shall
(a) have been duly admitted to the practice of medicine. He or she shall be under orders of the Executive Board.

Section 11: The Delegate shall

(a)  in the absence of the Governor at any meeting of the State Society Board of Assistants (“BOA”), attend meetings of the BOA whenever possible and vote on behalf of the Colony on any matters brought to the BOA for a vote.

(b)  if the Governor is also a voting member of the State Society Executive Board, attend BOA meetings along with the Governor whenever possible and vote on behalf of the Colony on any matters brought to the BOA for a vote.

(c)  report to the Governor and the Executive Board of any material matters taking place at the BOA meeting, if the Governor is not otherwise in attendance.

(d)  if unable to attend a BOA meeting, cause the Governor to appoint an Alternate Delegate to attend such meeting.

ARTICLE IX– Executive Board of the Colony

The Executive Board shall have general supervision over the affairs of the Colony, and shall make recommendations to the Colony as appropriate, and/or call for a vote of the Colony members, on any matter that materially affects the business and operations of the Colony. None of the actions of the Executive Board may conflict with the State Society Bylaws, or other policies and procedures adopted by the State Society. The Governor, in consultation with the Executive Board, may create committees to carry out specific duties as appropriate and necessary.

ARTICLE X– Meetings and Voting Procedures

Section 1: Regular meetings of the Colony shall be held at least two times a year, or as more frequently as the Executive Board considers to be appropriate or necessary. A regular meeting of the Colony shall be held in November of every year, called “Compact Day.” At each regular meeting:

(a)  The roll shall be called of Ancestors of each member attending the meeting, and shall be recorded by an Officer of the Colony.

(b)  Minutes of the prior regular meeting shall be reviewed and approved.

(c)  New members approved by the General Society and elected by the BOA of the State Society shall be accepted as members of the Colony.

(d)  Minutes shall be kept of all material matters addressed at the meeting, and any matters voted upon by the members.

Section 2: Notice of each Colony meeting shall be sent to each member via email, surface mail, social media, and/or such other electronic means as is most convenient and cost effective for communicating information to the Colony’s members. A copy of each meeting notice and minutes shall be sent to the Recording Secretary of the State Society in accordance with such reporting requirements that the State Society may establish from time to time, or as otherwise requested by the Secretary of the State Society. The Colony Secretary shall promptly provide such further records to the State Society as it may reasonably request, including any financial or accounting records maintained by the Colony.

Section 3: In between regular meetings, the Executive Board may call a special membership meeting for a specific purpose requiring timely action. A special membership meeting may be held on ten (10) business days’ notice, and may be held telephonically or by electronic means as set forth in these Bylaws.

Section 4: Any regular Membership Meeting held by the Colony may be held via the internet as voted upon by the Colony Executive Board, using any popular video conference software to comport with governmental requirements where any typical meeting normally held in person be held online. Any meeting that is so changed fromin-persontoonline shall be announced via email or the Colony Newsletters, if adequate timing permits to all members of the Colony and to give all members the opportunity to attend. This shall only be done as regulations require.

Section 5: Executive Board meetings may be conducted by telephone or through other electronic means. Forty-eight (48) hours’ notice of an Executive Board meeting must be given. A quorum of members of the Executive Board must be in attendance before any electronic or telephonic meeting may be called to order, and those members must participate in any business to be transacted or voted upon in such meeting, unless excused for good cause during the meeting. Only the business for which the meeting is called may be transacted.

Section 6: Quorum

(a) At all regular or special membership meetings, ten (10) members of the Colony shall constitute a quorum.

(b) At all Executive Board meetings, four (4) members of the Executive Board shall constitute a quorum.

Section 7: Minutes shall be regularly kept of all in-person or electronic meetings of the Executive Board or the Colony membership. Minutes shall be transmitted to the State Society Recording Secretary as required under the State Society Bylaws.

ARTICLE XI – Rules Governing the Colony

Except as set forth elsewhere in these Bylaws, the latest edition of Roberts Rules of Order shall govern the Colony in all cases where they are not inconsistent with the bylaws of the General Society, the State Society, or the Colony.

ARTICLE XII– Communications Policies

Section 1: The Governor is authorized to communicate with the State Society on any matter he or she deems material to the proper functioning of the Colony, and shall consult with the Executive Board of this Colony as appropriate or necessary.

Section 2: The Colony may create a newsletter, webpage, Facebook page, or other means of communications with members and the public, subject to the approval of the Executive Board of the content of such communications, and shall endeavor to preserve the privacy rights of the Colony’s members. If a webmaster is used for the Colony’s website, he or she shall obtain approval of the Governor or Executive Board before posting such content.

Section 3: The Governor and/or the Executive Board shall approve all correspondence or communications (including electronic communications) issued on behalf of the Colony to the membership, the State Society, the General Society, or any third parties. No Colony member may utilize any mailing list or email distribution list of Colony members without approval of the Governor or the Executive Board. Members are prohibited from using or disclosing the private or confidential information of the Colony or any of its members to any third party, including but not limited to internal documents, contact information, email addresses, or telephone numbers, except with the express permission of such member.

ARTICLE XIII – Amendments to Bylaws

Section 1: These Bylaws may be amended at any regular membership meeting of the Colony by a two- thirds vote of the members attending such meeting, provided the proposed amendment has been communicated to the Colony members in writing at least 30 days prior to the meeting. The communication of such amendments to members prior to the meeting shall be done pursuant to the Notice provisions of Article X, Section 2 of these Bylaws. If the Colony maintains a website or Facebook page, the proposed amendments shall also be posted at least 30 days prior to the meeting.

Section 2: Any proposed amendment to these Bylaws must first be approved by a two-thirds vote of the Executive Board, upon the motion of at least two members of the Executive Board.

ARTICLE XIV – Dissolution of the Colony

Section 1: The Colony may be dissolved by vote of a majority of the members of the Colony.

Section 2: Upon dissolution, the Colony shall first provide for the payment of all the outstanding debts and obligations of the Colony. All remaining assets of the Colony shall be turned over to the care, custody and control of the State Society. No funds, assets or monies of this Colony shall at any time inure to the benefit of any individual member of the Colony or any other person, nor shall any such funds, assets or monies be delivered to or divided up amongst said members at the time of the dissolution of the Colony.

Adopted this 27th day of March, 2021.

LA Colony Bylaws March 27, 2021

State Society ByLaws

As the State Society bylaws are frequently updated, please refer to this link for most current information for the state society bylaws, polices and procedures:

https://www.camayflower.org/ca-state-by-laws–policies.html