THE CONSTITUTION OF THE
Curtin Clan Association
PREAMBLE: This Association is organized for the purpose of researching and documenting the ancestral history of Curtin families for future generations, educating individuals and families about the common heritage through encouragement of the study and practice of Irish culture, including literature, music, dance, language and the history of Ireland and the Irish people throughout the world; this purpose deriving from the ancient role of our Sept as ollaves and bards, and furthering the fellowship of individuals related by the name of Curtin.
ARTICLE I ORGANIZATION
Section 1 The organization shall be known as The Curtin Clan Association hereinafter referred to as the Association.
Section 2 The Association shall function in accordance with the terms of the Articles of Incorporation under the Laws of the State of Washington and the Constitution of the Association
ARTICLE II MEMBERSHIP
Section 1 Membership shall be open to the following without regard to race, color, sex, age, religion, or presence of a handicap:
a. Any individual with the surname of Curtin.
b. Any individual married to or descended, in any form, from a Curtin.
Section 2 Membership shall be ratified upon payment to the Association of annual dues. A spouse of a member may also join as a voting member by paying of annual dues.
Section 3 Non-voting membership in the Association shall be automatically extended to a non member spouse and all dependent children of the dues-paying member.
Section 4 Honorary members may be appointed from time to time, by action of the Board of Directors, but shall not vote.
Section 5 Annual dues shall be set by the board of directors at a meeting of the Association. It shall remain constant until the next meeting of the Association.
ARTICLE III BOARD OF DIRECTORS
Section 1 The Association shall be directed and managed by a board of directors.
Section 2 The voting members shall consist of:
Chief of the Clan
Vice Chief
Secretary
Treasurer
Three members at large
Newsletter Editor
The immediate past Chief of the Clan.
Section 3 The Clan genealogist is a permanent office of the Association. The Clan genealogist is appointed by the Board of Directors and is an ex officio non voting member of the Board of Directors. The Clan genealogist appointed at the founding of the Association may remain in office at her pleasure.
Section 4 The Board of Directors shall appoint a Newsletter Editor. The editor must be a member of the Association who is willing to accept the designated responsibilities. The editor shall serve as a voting member of the Board of Directors.
Section 5 No persons may hold two positions. .
Section 6 The Board of Directors may form committees and subcommittees at any time to carry out the various activities of the Association.
ARTICLE IV ELECTION OF OFFICERS AND MEMBERS-AT-LARGE
Section 1 The offices of Chief, Vice Chief, Secretary, Treasurer, and Members-at-Large of the Executive Board shall be filled by election of the Association membership at a periodic Clan Gathering. The term of office shall be from election until a subsequent Clan gathering.
Section 2 Nominations for these offices in the Association shall be made by a nominating committee appointed by the the Chief. The committee shall subsequently present a slate of candidates to the Association members at the Gathering who are qualified as follows
a. The candidates shall be selected from a roster of the Association members.
b. No nomination shall be valid without the consent of the nominee.
c. The Chief and Vice Chief shall not serve in the same office for more than three consecutive terms.
Section 3 Additional nominations shall also be solicited from the floor at the election meeting provided that the nominees are qualified as stated herein.
Section 4 Voting privileges shall be limited to the Association members present at the meeting. A simple majority of the votes cast shall be required for election of the slate as a whole or to each office.
Section 5 Members at large of the Board of Directors serving as of December 31, 2008, may remain on the Board of Directors as members at large by stating their intentions prior to the next election of the Board of Directors.
ARTICLE V DUTIES OF THE BOARD OF DIRECTORS
Section 1 The Board of Directors shall meet electronically to conduct the business of the Association. The business shall be sent to all board members and all members shall reply to every other member.
Section 2 The Board of Directors shall regulate and authorize the expenditures of the Association's funds, promotion of activities, election procedures, appointment of committees, and the general governing of the Association.
Section 3 The Board of Directors shall oversee and coordinate the efforts of all committees established for special functions.
Section 4 No Association business shall be conducted at the Board of Directors meetings unless a quorum of the board is present. A quorum of the Board of Directors shall consist of a majority of the voting members of the Board of Directors responding by email within one week of the call for question, and must include either the Chief of the Clan or Vice Chief of the Clan.
Section 5 In the event of a vacancy of an elected position on the Board of Directors, the board shall, within sixty days, appoint a pro-tem member to fill the position until an election is held to fill the vacancy.
Section 6 When presented for an electronic vote, the question must go to all members of the board. One week will be allowed for discussion, after which an additional four (4) days will be allowed for voting. If a quorum is not reached in the four days time, an additional three (3) days will be granted and the call for vote repeated. The Secretary will record the votes, and in case of duplicate votes by the same board member, only the last one will count. A simple majority of the voting members of the Board of Directors is needed to approve a question.
ARTICLE VI DUTIES OF OFFICERS
Section 1 The Chief of the Clan shall:
a. Preside at all meetings of the Association.
b. Serve as chairman of the Board of Directors.
c. Call extra meetings and appoint committees not otherwise provided for.
d. Perform the duties of the Vice Chief of the Clan in the absence of that officer.
e. Review the monthly bank statement with the Treasurer.
f. Perform such other duties as the office may require and which are approved by the Board of Directors.
Section 2 The Vice Chief shall:
a. Perform the duties of the Chief in the absence of that officer.
b. Serve as Program Chairman to arrange and publicize programs for the regular general meetings of the Association.
c. Perform such other duties as may be directed by the Chief of the Clan or Board of Directors.
Section 3 The Secretary shall:
a. Keep the minutes of all Association Board of Directors meetings.
b. Maintain the Association's correspondence.
c. Perform such other duties as may be directed by the Chief of the Clan or Board of Directors.
Section 4 The Treasurer shall:
a. Be responsible for receiving and disbursing all funds of the Association subject to the direction of the Board of Directors.
b. Keep an accurate account of all financial transactions of the Association, and prepare a monthly financial statement for presentation to the Board of Directors of the Association.
c. Send a copy of the monthly bank statement to the Chief of the Clan for review.
d. Prepare an annual budget forecast to be approved by the Board of Directors.
e. Perform such other duties as may be directed by the Chief of the Clan or Board of Directors.
Section 5 The Members-at-Large of the Board of Directors shall:
a. Represent the interests of the membership of the Association to insure that the purposes and aims of the Association are properly promoted and implemented.
b. Serve on committees as directed by the Board of Directors.
c. Perform such other duties as may be directed by the Chief of the Clan or Board of Directors.
Section 6 The Membership Chair is a member of the Board of Directors who shall:
a. Receive and process all membership applications.
b. Provide membership listings for distribution of the Newsletter or other mailings pertaining to Association activities as may be approved by the Board of Directors.
c. Perform such other duties as may be directed by the Chief of the Clan or Board of Directors.
Section 7 The Newsletter Editor shall:
a. Prepare a regular edition of a Newsletter which shall contain items of interest to the membership of the Association.
b. Be responsible for distribution of the Newsletter to all members of the Association.
c. Perform such other duties as may be directed by the Chief of the Clan or Board of Directors.
ARTICLE VII ASSOCIATION FUNDS
A checking account shall be established as a repository of all Association funds. Disbursement of any and all Association funds shall be by check only.
ARTICLE VIII MEETINGS
Section 1 Regular Clan Gatherings of the Association shall be held every two years as a minimum.
Section 2 All meetings shall be conducted in compliance with Robert's Rules of Order.
ARTICLE IX AMENDMENTS
Section 1 This Constitution may be amended as follows:
a. A proposed amendment may be submitted by any member or group of members of the Association and shall be submitted in writing to the Chief of the Clan of the Association.
b. The Chief of the Clan shall present the proposed amendment to the Board of Directors at a board meeting. The board shall submit the proposed amendment to a committee for study and evaluation. The committee shall make a recommendation to the board at a subsequent meeting of the board.
c. Approval of the proposed amendment by the Board of Directors shall be by a majority of the board.
d. If the Board of Directors approves the proposed amendment, it shall be submitted to the membership for approval. A majority of the membership voting must approve for passage.
Section 2 If approved by the membership of the Association as indicated herein, the amendment shall become a part of this Constitution.
Note: The Constitution of the Curtin Clan Association was initially adopted by the Board of Directors on June 20, 2000. It was subsequently amended on April 21, 2001 and April 24, 2009.