Chapter By-Laws

TRAIL OF TEARS ASSOCIATION – MISSOURI CHAPTERBYLAWS

ARTICLE I

PURPOSE

Section I. Terminology.

The terminology contained in these bylaws shall have the meanings listed in this section:

  • The term ASSOCIATION shall designate the National Trail of Tears Association.
  • The term CHAPTER shall designate the Missouri Chapter,
  • The term BOARD shall designate the Missouri Chapter BOARD.

Section 2. Purposes. The CHAPTER is organized to promote the purposes of the
ASSOCIATION which include: the protection and preservation of the Trail of Tears National
Historic Trail, utilizing the management and development techniques that are consistent with the
National Park Services’ Comprehensive Management and Use Plan; and promoting awareness of
the historic legacy associated with the Trail, to include the effects of the U. S. Government’s
Removal Policy on the Cherokees, Chickasaw, Choctaw, Creek and Seminole and other tribes
that were removed to Oklahoma Indian Territory.

ARTICLE II

OFFICES

Section 1. Principal address of this CHAPTER shall be: Such place as the Board shall designate.

ARTICLE III

MEMBERSHIP

Section 1. Membership. All persons interested in advancing the purposes of the ASSOCIATION and CHAPTER shall be eligible for membership.

Section 2. Acceptance of Membership. Any person who meets the requirements of Section 1, completes the appropriate application and pays the prescribed dues is eligible for membership.

Section 3. Dues. CHAPTER members’ dues will be billed annually by and paid to the ASSOCIATION and a portion of the amount, as designated by the ASSOCIATION’s Board, shall be paid to the CHAPTER. Membership will run from January through December.

ARTICLE IV

MEETINGS

Section 1. Meetings and Annual Meetings. The CHAPTER may hold regular meetings throughout the year as scheduled by the BOARD. The annual meeting shall be held at a time and place designated by the BOARD. Notice of the meetings shall be sent to each member at least 30 days prior to the meeting date.

Section 2. Special Meetings. Special meetings of the members may be called for any purpose by
a quorum of the BOARD. Notice of any special meeting must be given at least 10 days prior to
such meeting and purpose of said meeting shall be stated in notice.

Section 3. Voting. a. Any dues-paying member in good standing, regardless of classification, shall
be entitled to vote at all elections and business meetings of the membership. For the purpose of determining voting membership prior to the meeting, those persons who have paid dues for this year in question at any time before the President calls the meeting to order shall be entitled to vote on all questions presented at the meeting. A current list of membership shall be available for inspection at all times at the office of the Secretary of the CHAPTER or any other place designated by the BOARD. Unless otherwise provided, any proposition passed by any majority vote of membership present and voting shall be enacted.

b. Nominations. Any member in good standing of the CHAPTER may submit nominations in writing or by email to the Secretary. A nomination by email should include NOMINATION FOR MOTOTA OFFICER OR DIRECTOR IN THE SUBJECT LINE. Each person nominated must be notified by the Secretary and must agree in writing to accept the office, if elected. A confirmation of willingness to serve by a nominee may be submitted by email with ACCEPTANCE OF NOMINATION in the subject line and will be accepted as a signed statement.

c. Ballot submission and tally. The Secretary will then be responsible for sending and receiving the emailed ballots. Returned ballots will be presented to the Secretary by returned email, postal mail, or in person at the annual meeting prior to the meeting being called to order. Ballots will be tallied by the Secretary and results announced at the end of the meeting.

Section 4. Quorum. A quorum shall consist of those members present equaling 8 of the membership or 4 BOARD members, whichever is greater.

Section 5. Proxies. No proxy voting shall be allowed.

ARTICLE V

BOARD OF DIRECTORS AND OFFICERS

Section 1. General Powers. The business and affairs of the CHAPTER shall be managed and
controlled by the BOARD. The officers and directors shall in all cases act as a BOARD and may
adopt such rules and regulations for conduct of their meetings and the management of the
CHAPTER as they deem proper, consistent with these bylaws.

Section 2. Number, Election. The BOARD shall consist of 5 officers and 3 directors for a total of 8 members. The 5 officers shall be a President, Vice President and Secretary, Treasurer, and Past President. The eight members shall be elected by the CHAPTER membership. 

Section 3. President. The President shall be the principal executive officer of the CHAPTER
and shall preside at all meetings of the BOARD and membership. The President may sign with
the Secretary/Treasurer or any other proper officer of the CHAPTER so authorized by the
BOARD, any document necessary to be executed on behalf of the CHAPTER, except in cases
where the signing and execution thereof shall be expressly delegated by the BOARD, or by these
bylaws to some other officer or agent of the CHAPTER or shall be required by law to be
otherwise signed or executed. The President shall perform all duties incident to the office of
President and such other duties as may be prescribed by the BOARD from time to time.

Section 4. Vice-President. In the absence of the President, the Vice-President shall serve as the
principal executive officer. S/he shall be responsible for assuring coordination of business and
program activities between the ASSOCIATION and the CHAPTER as required by CHAPTER
bylaws and perform such other duties as shall be described by the CHAPTER bylaws, the
President and the BOARD.

Section 5. Secretary. The Secretary shall attend all meetings, record all votes and keep a record of the minutes of the proceedings, copies of which shall be forwarded to the ASSOCIATION. S/he shall also send notices to members as provided in the bylaws. S/he shall regularly report CHAPTER activities to the ASSOCIATION publication editor. From time to time, the BOARD may assign the Secretary additional duties.

Section 6. Treasurer. The Treasurer shall keep a current record of the addresses of the members and membership dues, pay bills as instructed by the BOARD, and keep accurate records of the CHAPTER’S finances. S/he shall oversee and insure the safe storage and access of all archival files and properties of the CHAPTER. From time to time, the BOARD may assign the Treasurer additional duties.

Section 7. Past-President.  The Past-President will act as a full voting member of the Board and act in an Ex-Officio manner.  From time to time, the BOARD may assign the Past-President additional duties.

Section 8. Directors. The Directors shall work for the good of the CHAPTER, attempt to attend
all meetings of the BOARD and the general membership, participate in CHAPTER business, and
promote the work of the CHAPTER whenever possible.

Section 9. Election of Officers and Directors and Terms. The BOARD shall be elected by the membership at the Annual Meeting.  Each Board member shall serve two years, except for the Past-President.  Beginning at the 2023 Annual Meeting, the President, Secretary and Directors shall be elected.  At the next Annual Meeting, the Vice President and the Treasurer shall be elected, and the rotation will continue to the next Annual Meeting.

Section 10. BOARD Vacancies. Vacancies in the BOARD occurring for reason of death,
resignation, or other cause, shall be filled through election by the BOARD for the unexpired
portion of the term.

Section 11.   ASSOCIATION Board Representatives. The BOARD shall select 2 persons to represent the CHAPTER on the ASSOCIATION Board. These members will report to the BOARD and the CHAPTER on the activities of the ASSOCIATION and will represent to the ASSOCIATION Board the activities of the CHAPTER. 

Section 12. Quorum. At any meeting of the BOARD, any four (4) officers or directors shall constitute a quorum for the transaction of business. Proxy voting shall not be permitted.

Section 13. Compensation. No officer or director is to be compensated for their services but, by
resolution of the BOARD, actual expenses incurred for attendance at biannual or special
meetings of the BOARD may be authorized. Nothing herein contained shall be construed to
preclude any officer or director from serving the CHAPTER in any other capacity and receiving
compensation thereof. No part of the net earnings of the CHAPTER shall inure to the benefit of,
or be distributable to, its members, directors, officers, or other private persons: except an
amendment and vote by the membership, or by the BOARD, shall authorize and empower the
payment of reasonable compensation for services, rendered not considered to be routine
operations, definition of duties, and fixed compensations.

Section 14. Removal of Officers and Directors. Any officer or director, or any agent elected by
the membership or appointed by the BOARD, may be removed by the BOARD whenever they
have three (3) consecutive unexcused absences from meetings, or are not a member in good standing (i.e., nonpayment of dues) or in the judgment of the BOARD, the best interests of the CHAPTER would be served thereby.

ARTICLE VI

PROJECTS AND PROGRAMS

The major objectives of the CHAPTER shall be as follows:

  • To protect and preserve the Trail of Tears in Missouri.
  • To promote awareness of the historic legacy associated with the Trail of Tears.
  • To conduct and coordinate programs and projects that assist the objectives of the ASSOCIATION with the approval of the ASSOCIATION.

ARTICLE VII

EXECUTIVE AND OTHER COMMITTEES

Section 1. General Duties. CHAPTER Committees shall function throughout the year. They
shall perform duties as assigned by the BOARD in compliance with the bylaws and shall be
responsible for keeping permanent records. Members of the committees shall be members in
good standing of the CHAPTER.

Section 2. Vacancies. Vacancies occurring in the committee membership shall be filled by the
President.

Section 3. Other Committees. From time to time the BOARD may create any other committees) for
any purpose consistent with the CHAPTER bylaws and charter, and such committees) shall have allpowers specified in the enacting resolution.

ARTICLE VIII

ARCHIVES

Section 1. Depository. The depository for archives of the CHAPTER shall be established and
reviewed by the BOARD annually.

Section 2. Records. The BOARD shall, in consultation with the ASSOCIATION, oversee the
creation of permanent record keeping of the CHAPTER business and document the activities of the CHAPTER and changes in the BOARD, including a permanent residing place. The Secretary shall be responsible for implementing this activity.  

ARTICLE IX

CHAPTER FUNDS

Section 1. Membership dues. Membership dues shall be paid to the ASSOCIATION for appropriate distribution to the CHAPTER.

Section 2. Special Funds. Special and grant funds may be solicited to support special projects that have received approval from the ASSOCIATION. Proper accounting of the receipt and disbursement
of these funds will be reported to or managed by the ASSOCIATION. Any grant fund shall have a summary with clear documentation of who wrote the application, who it is from, it’s purpose and what the end result is desired.

Section 3. Restricted Funds. Restricted funds are gifts received for specific purposes designated
by a member or other contributor. Disbursements from restricted funds will be made only after
donor instructions are reviewed and approved by the BOARD and ASSOCIATION. The funds shall be accounted for.

Section 4. Dissolution of CHAPTER. If the CHAPTER falls to meet established standards and
its charter to the ASSOCIATION is revoked or the membership votes to dissolve the CHAPTER,
all financial obligations will be completed, and the remaining funds will be returned to the
ASSOCIATION.

ARTICLE X

AMENDMENTS

Section 1. Amendment to Bylaws. These bylaws may be amended, or repealed and new bylaws
adopted, after submission to and approval of draft by the ASSOCIATION, by a majority vote of
the members present and voting at any annual or regularly scheduled members’ meeting when the
proposed amendment has been sent out in the notice prior to such meeting.

Last Published 20231202



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