Brightwaters Historical Society Constitution

Brightwaters Historical Society

40 Seneca Dr, Brightwaters NY11718

info@brightwatershistory.org

Brightwaters Historical Society Constitution

Drafted 2024

ARTICLE 1. NAME OF THE ORGANIZATION

The name of this organization shall be known as the BRIGHTWATERS HISTORICAL SOCIETY. Officially Brightwaters Historical Society, LLC. Also referred to as “the Society.”

ARTICLE 2. PURPOSE

The purpose of the Brightwaters Historical Society shall be to gain intellectual control of the Village Archive, and in doing so reorganize, process, and preserve the unique history and heritage of our village. Through meticulous archiving, engaging educational programs, and vibrant community events, we aim to foster a deep appreciation and understanding of Brightwaters’ rich past.

To foster and promote local interest in the history of the Village of Brightwaters
To take custody over and gain intellectual and physical control of the Brightwaters Village Archive.
To operate and maintain the Village Archive, abiding by best practices and procedures
To collect and catalog historic materials, including but not limited to; photographs, documents, tapes, memorabilia and other ephemera and artifacts pertaining to the Village of Brightwaters
To preserve the history of the Village of Brightwaters
To make information accessible to interested individuals and groups

ARTICLE 3. MEMBERSHIP/DUES

At this time the Brightwaters Historical Society is a free service to the Village of Brightwaters and open to all interested individuals. This matter can be revisited at a later date and changed with a majority vote from the Executive Board.

ARTICLE 4. GOVERNING BOARD

Powers: The Executive Board shall be the governing body of the Brightwaters Historical Society and shall be responsible for the management of its affairs, and the regulation of its procedures, except as otherwise provided in this Constitution and Bylaws.
Selection and Operation: Election of Executive Board Members, eligibility to serve, terms of office, duties and responsibilities, and meetings of the board shall be governed by the Bylaws.
Enumeration: The Executive Board, sometimes referred to as “the Board,” of the society shall be:

Chairperson

Historian

Curator

Librarian

Marketing Director

Technology Director

Treasurer

Secretary

General responsibilities of each Individual Board Member

Attend the majority of Executive Board meetings, committee meetings & Historical Society meetings.
Understand the Historical Society’s mission, policies and processes.
Abide by Historical Society Code of Conduct
Learn archival best practices and procedures
Review agenda, financial reports and supporting material prior to meetings.
Serve on committees. Promote Historical Society to others.

ARTICLE 5. PROPERTY AND SOCIETY POSSESSIONS

The Executive Board shall have complete control of all property and possessions of the Brightwaters Historical Society. They shall establish protocol and regulations for the safety, proper handling and use of such property and possessions. The Board will be required, as part of their tenure in office, to learn proper handling and care of collections in order to fulfill their roles as stewards to the community, and properly maintain and manage collections, to ensure longevity to future generations. This protocol will include but not be limited to; a Code of Conduct, Archives Policy and Procedure, Collection Development Policy. As part of their Agreement with Brightwaters Village (see Appendix), the Board shall periodically create and provide progress reports of their work on archival collections, these reports shall be made public. The Board will also prepare business for the monthly meetings of the Society, for Executive Board and Public Meetings. The Agendas and Minutes for which will also be made publicly available.

ARTICLE 6. MEETINGS

There will be a closed Executive Board meeting on the first Wednesday of each month. The Brightwaters Historical Society will meet publicly on the third Wednesday of each month.

ARTICLE 7. AMENDMENTS

This Constitution and Bylaws may be amended by a majority vote of the Executive Board at any regular or special meeting called for that purpose, provided notice of the proposed change is given thirty days prior to the meeting.

Brightwaters Historical Society

40 Seneca Dr, Brightwaters NY11718

info@brightwatershistory.org

Brightwaters Historical Society ByLaws

Drafted 2024

Article I: Executive Board defined:

A. Due to the overwhelming needs of the archival collection and its establishment, it will be the responsibility of all Executive Board members to learn proper care of collections and handling, and archival best practices, in order to participate in all aspects of processing.

All members of the Executive Board will work together in order to gain physical and intellectual control over all objects housed in the Village Archive; including arrangement and description, organization, development of naming standards, obtaining and understanding copyright, the creation of a Finding Aid, rehousing of objects for proper long term storage.
All Executive Board Members will participate in collection development and establishment of collection development policies, managing and operating the Village Archive, scanning and digitization of collections materials, among other duties more specifically defined below.

B. Duties of Officers:

Chairperson – Leads the board and ensures the Society’s goals are met. Committee Project Manager. Responsible for representing Brightwaters Historical Society interest. Advocates for historic preservation of Brightwaters history.
Historian – Acts as a general resource to the community; assists individuals or groups with research and information requests. General knowledge gathering and record keeping for the Village Archives. Assists in gathering and evaluating evidence, making thoughtful and appropriate generalizations, writing well-organized and readable narratives, and sharing their work with others through the most appropriate mediums.
Curator – Plans and executes events, exhibits, and programs. Organizes Speaker Series. Organizes any public facing events for the Society.
Librarian –Manages the Historical Society’s archives and library resources. Develops and maintains Catalog of society’s archive.
Marketing Director – Manages digital and social presence. Presentation of online media. Manages electronic communications including; messages, comments and email correspondence.
Technology Director– Oversee the digitization and archival management of digitized photos, documents and artifacts to ensure long-term digital preservation. Identify and implement new tech solutions and manage IT infrastructure. Manage Audio/Visual (A/V) technologies for capturing, storing, and sharing historical narratives through film interviews and audio recordings, ensuring high-quality production and effective public engagement.
Treasurer – Manages finances on behalf of the Society. Responsible for bookkeeping, bank account, taxes, etc. Develops and implements fundraising strategies to support the Society’s activities. Set budget for year and individual events.
Secretary– Handles meeting minutes, correspondence, and record-keeping. Assists in grant writing for historical programs.

C. Executive Board Members can be confirmed and removed by a majority vote of the sitting governing board. Board Members will be selected by the current governing board on a volunteer basis. Each executive member has equal voting rights.

ARTICLE 2: CODE OF CONDUCT

Each member of the Executive Board shall act in the best interest of the Brightwaters Historical Society and in the pursuit of preserving Brightwaters history. Each member is accountable to the Village of Brightwaters and is expected to abide by any restrictions or regulations placed on the society from any active agreements with the Village of Brightwaters. The Executive Board and any member of the Brightwaters Historical Society shall abide by the rules and regulations set by said Board for the scanning and archiving process of the Village Collection. Executive members will follow collections procedures and are responsible for appropriate paperwork when accepting donations or charitable gifts on behalf of the Society. For protocols and regulations see appendix.

ARTICLE 3: VILLAGE ARCHIVE GUIDELINES FOR USE

Executive Board members will observe the following conditions when utilizing the Village Archive and collection materials. Compliance is appreciated and will assist in preserving the collection for future use. As stewards of the collection, Executive Board members will ensure these guidelines are understood and followed by any and all who wish to access the Village Archive.

Sign-in is required and should include Name, Date, Time and Purpose.
A Historical Society or Executive Board member will assist you in locating and accessing the materials that you require. These materials do not circulate and should only be utilized within the Village Archive. These materials will be returned to their rightful and designated location when they are not in use.
Food and beverages are not allowed in the Village Archive, with the exception of bottled water with a secured top.
The use of pens is prohibited. Please take notes with pencil only.
If you hope to handle materials, we request you come to the Village Archive with clean, dry hands. We can supply nitrile gloves if needed.
Materials should remain flat on clean, even surfaces. Many collection items are rare and/or fragile. Please handle them with care. If you are unsure of how to properly handle an item, please ask a staff member for assistance.
Reproduction (i.e. photocopying, digital photography, etc.) of Village Archive materials for private study, scholarship or research purposes is permitted provided that the means of reproduction does not pose a threat to the preservation of the materials. Original materials will not be photocopied, but can be scanned upon request. Photography is allowed without a flash.
Please be advised that the Copyright Law of the United States (Title 17, United States Code) governs the making of photocopies and other reproductions of copyrighted materials. It is the responsibility of the researcher to comply with this law. The Brightwaters Historical Society, including its Executive Board and other agents, assume no liability for any possible copyright infringement or other violation of state or federal law by the researcher.

ARTICLE 4: DISSOLUTION

In the event of dissolution, all of the remaining assets and property of the Society shall, after necessary expenses thereof, be distributed to such organizations as shall qualify under section 501(c)(3) of the internal revenue code of 1954. As amended or to the federal government, or to a state or local government, for a public purpose or to another organization to be used in such manner as in the judgment of a justice of the Supreme Court of the State of New York will best accomplish the general purpose for which this corporation was formed.

Article 5: COMPENSATION

No part of the net earnings of this society shall benefit any member. Except that reasonable compensation may be paid for services rendered to or for the society. And no member shall be entitled to share in the distribution of any of the society’s corporate assets on the dissolution of the society.

Article 6: SOCIETY ACTIVITIES

No substantial part of the activities of the society shall be carrying on propaganda, or otherwise attempting to influence legislation. Except as otherwise provided by internal revenue code 501-H. Or Participating in, or intervening in (including the publication or distribution of statements) any political campaign on behalf of any candidate for public office.

Article 7: PURPOSE OF ORGANIZATION

Notwithstanding any other provision of these articles, the society is organized exclusively for one or more of the following purposes: Religious, charitable, scientific, testing for public safety, literary, or educational purposes, or to foster national or international amateur sports competition. But only if no parts of its activities involve the provision of athletic facilities or equipment. Or for the prevention of cruelty to children or animals as specified in the section 510(c)(3) of the internal revenue code of 1954. And shall not carry on any activities not permitted to be carried on by a corporation exempt from Federal income tax under Section 501(c)(3) of the internal revenue code of 1954.

APPENDIX:AGREEMENT WITH THE VILLAGE OF BRIGHTWATERS – entered into 3/4/2024