Suffolk County Historical Society

“By vote of the membership at the 2013 annual meeting, the following significant changes were made to the constitution and bylaws: (1) ex officio trustee status for the immediate past president was deleted and made optional for the county historian; (2) setting of staff compensation within the approved budget was explicitly made a part of the duties of the executive director; (3) it was clarified that the notice of annual meeting shall include all matters, including nominations and bylaw changes to be acted on by the membership; (4) the quorum for board meetings was changed from 40% or 5 whichever is greater to a majority of the whole board less ex officio members; (5) criterion for presumed resignation of a board member was changed from three absences in a calendar year to three consecutive unexcused absences; (6) term limits for officers and trustees were changed from two consecutive terms or parts thereof to two consecutive terms; (7) with respect to committee assignments, the authority of the president was changed from appointment of chairpersons and certain members to appointment of all committee chairs and members subject to confirmation by the board; (8) provisions were made for email voting by the board under specified conditions.”

“The society's membership is mainly made up of individuals who reside in the county of suffolk. The society charges a membership fee which entitles the member to free use of the society's library collections, including research services and photocopying of research matererial at a reduced rate. Members also recieve a 10% discount in the society's museum gift shop.”

“All officers and directors must be members of the society and shall be elected by a plurality of votes cast by ballot at the annual meeting by members of the society.”

“The constitution and by-laws may be amended at any regular meeting of the society by a two third (2/3) vote of those voting, provided a thirty (30) day notice in writing of the proposed change be served by mail on each member. Or it may be amended at a special meeting called for that purpose, with the required previous notice and a two third (2/3) vote. All proposed amendments shall be submitted in writing.”

“The form 990 is prepared by the auditors,based on the audited financial statement, and is reviewed by the director, treasurer and the audit committee before released by the director.”

“Annual review of written policy, with acknowledgement signatures, by all trustees and officers. Signatures are affixed during a regular trustees meeting at which opportunity to discuss or ask questions is afforded to all involved, and the signature sheet is included in the minutes of the meeting.”

“Per written policy, the board (all board members are independent and free of related conflicts of interest) conducts an annual performance and compensation review of the executive director, including consideration of comparative compensation data, and determines compensation and contract adjustments. The review is reported in the board minutes. No officers receive compensation. There are no "other key employees" as defined in the instructions for part vii section a.”

“The organizations governing documents and financial statements are available upon request. No such requests were received during 2013.”

“Purchase of collection items 2,700.”