By-Laws
ARTICLE I
Mission Statement
An organization of Living Historians, Educators, Entertainer and Reenactors dedicated to preservation of and education regarding the History of America’s 19th century, primarily but not restricted to the American Old West.ARTICLE II
The Reenactment Guild of America and its members are dedicated to preserving the History of the 19th Century and the "Old West" by helping communities and State Parks as well as private events celebrate their heritage.
1. RGA will help communities in creating new events to help educate the public about the history of the settlers and founders of their communities.
2. RGA will promote Living History events and "Old West" reenactment competitions to help increase tourism in Historical communities and celebrate their heritage.
3. RGA will work with the State Parks and help them with events and Living History Programs to educate the public about our nations’ history and the struggles the first settlers endured.
4. RGA will apply for grants to perform Living History programs to educate people on the history of the west and the 19th century.
5. RGA will provide talent and production assistance to film companies that are in need of actors and production supplies.
RGA and its members reenact history from all of the 19th century. The trappers and fur traders were some of the first to see the new country called the West. They saw a new land and as word spread, many more followed. Men and women searching for wealth and gold made the hard trip to the gold fields. After the Civil War, many came west looking for a new start after the war had destroyed so many homes and lives. To settle a country all alone, the settlers endured hardships that most cannot conceive. The cattlemen came to a hard country with no law and natives that did not want them on this land. This gave birth to the American Cowboy and all that comes with him. Hard work....a little pay. The Indian fighter, Buffalo hunters, Outlaws and heroes that make up the history of the 19th century are so important to America. These are the men and women that the Reenactment Guild of America want to keep alive and to be remembered.ARTICLE III
Members1. Membership in RGA is open to all who reenact or perform living history in the time period that covers the 19th century. RGA is a living history organization, and members must dress period correct for the time period they choose to portray. Members need to research their chosen time period and dress accordingly.
2. Membership fees will be set by the board according to the needs and expenses incurred to operate RGA.
3. RGA reserves the right to turn down membership to anyone the board does not feel meets the standards and Living History goals of RGA.
4. Membership in RGA will include insurance for those members who purchase an insurance policy from RGA or proof of equal or better insurance if already insured. Members will be required to follow all safety rules to be eligible for coverage.
ARTICLE IV
Meetings1. The Reenactment Guild of America will hold at least once a calendar year a National Conference of the RGA board. The meeting will be held to address the agends items the National Officers feel the Board should address in a meeting setting; such as but not limited to by-law changes, budgets for the year and goal setting workshops.
2. The National Board of the Reenactment Guild of America will hold on-going meetings throughout the calendar year of agenda issues by the use of electronic chat/action room meetings. This method has been deemed legal and complies with the Texas Secretary of State requirements for meetings of a 501-3-c organization.
3. The Director may call a special meeting at any time it is deemed necessary.
4. The agenda items of the National Conference meeting will be posted on the RGA website and any other form of acceptable communication available 15 days prior to the meeting.
5. A quorum of the Board must be present to hold a meeting. A quorum will consist of 51% of the voting board members.
6. Any member who who has concerns about the agenda may address the Board in writing or by email 5 days prior to the meeting. The concerns will be presented before the Board at that meeting.
7. The minutes of the board meetings will be posted on the website by the Secretary once they are written.
8. Action may be taken on emergency items without a meeting of the Board by contacting all Board members available. For approval, the Director must get a consensus of 51% of the voting members by phone.
ARTICLE V
Board of Directors1. The Reenactment Guild of America’s home office will be based in Texas. All finances and accountings will remain in the Texas home office. The Treasurer for RGA will be required to be Texas members in good standing. The reason for this is to keep the home office from moving from state to state.
2. The Director of RGA will be a member in good standing and may reside in any state. The Director will sit on the board of RGA and direct all meetings. He/she will have the authority to form special committees as needed for RGA. The Director will oversee the finances and make suggestions to the board as they are needed. The Director will take his direction from the board and follow through on any vote passed by the Board. The Director will advise the board on issues that members feel are needed and handle all correspondence between the board and its members. The Director will ONLY vote on the board in case of a tie. The Director will oversee all committees and officers of RGA and make sure the Guild operates as the members and board deem appropriate. This board member will be elected by members of RGA and shall serve a term of three years.
3. The Associate Director of RGA will be a member in good standing and may reside in any state. He/she will serve as assistant to the Director and will serve in the same capacity as any other board member and WILL have the same voting powers as any other board member. The Associate Director will take his directions from the Director as well as the board. The duties of the Associate Director will be to assist in overseeing officers and committees and assist in the daily operation of the Guild and its members. This board member will be elected by members of RGA. The Associate Director will serve for a two-year term.
4. The Treasurer of RGA must be a member from Texas in good standing. The Treasurer will oversee all finances of RGA and make quarterly reports to the board and its members. The Treasurer will have full access to and be responsible for making sure expenses are paid and membership is up to date. The Treasurer will serve a three-year term in office. This board member will be elected by members of RGA and will NOT have a vote in board meetings. The treasurer will serve as RGA's Resicent Agent.
5. The Secretary of RGA will be a member in good standing and may reside in any state. He/She will keep all correct minutes of board meetings. It will be the Secretary’s job to transcribe all minutes and have them on the website in a timely fashion. The Secretary will be responsible for all correspondence between the Director, the board and its members. The Secretary must be willing to work with the board regardless of place of residence. The Secretary will serve a two-year term. This board member will be elected by members of RGA and WILL have the same voting powers as any other board member.
6. The Sergeant of Arms (S.A.) will be a member in good standing and may reside in any state. The S.A. will be responsible for ensuring all meetings are conducted in an orderly fashion. The S.A. will be responsible to make sure all Roberts Rules of Order are followed. The S.A. will keep the board in adherence to the agenda and remove anyone who disrupts the meeting when asked to desist.This board member will be elected by members of RGA. The S.A. will serve a three-year term and will NOT have a vote in board meetings.
7. The Safety Director will be a member of RGA in good standing. The Safety Director will be under the direction of the Director and Associate Director of RGA. The Safety Director will direct all State Safety officers and make sure all safety guidelines are followed in every state. It will be the Safety Director’s duty to make as many competitions as possible each year as his/her job if funds are available to travel to the event. It will be the duty to make suggestions for any safety rule changes to the Director and the board. The Safety Director will support all board decisions and always be a positive representative of RGA to the members. The Safety Director will not be an elected office and will not be subject to popular vote. The RGA board members will choose the Safety Director and may be a resident of any state. The Safety Director’s decisions should not be influenced by need to be re-elected. The Safety Director may be replaced only for just cause, i.e. dereliction of duties, failure to follow board decisions or by bringing disgrace on the office by his/her actions. It will take a two-thirds vote by the board to remove a Safety Director. This postion will NOT have a vote in board meetings.
8. A State Director will be elected in each state. Each state will have a minimum of 10 members. The State Director should be a person of ethics and well respected in their state. He/she will receive and review all new applications for RGA membership in their state before forwarding the applications to the National Secretary. He/she will also be responsible for oversight and/or organization of RGA sanctioned events in their state. He/she will need to attend as many RGA functions as possible or appoint a substitute in their absence. The Director will be a voting member on all board issues. Any issues regarding RGA policies or rules should be discussed with the National Director to decide whether the issue has merit enough to call for a board meeting and possible addendum to RGA standards. Term of office for this position will be established by the state at election time.9. A State Safety Officer will be elected as soon as a state has 10 members. He/she will be responsible for compliance of RGA safety rules for their state members and work with the Safety Director on ant questionable issues that may arise. The Safety Officer will need to attend RGA sanctioned events in their states or appoint a qualified event Safety Officer in their absence. He/she will be responsible for the Youth Safety program as defined under rule #6 as the Junior Reenactor program in the RGA safety rules. This position will be a voting member on any Board issues. Term of office for this position will be established by the state at election time.
10. A State Board member/s will be elected in each qualifying state as well. He/she will act as spokesperson in representing the issues and/or concerns of state members that affect the operations of RGA in their state as well as National issues. The Board member/s should be a person/s of ethics and well respected in their state. The Board member/s, State Director and Safety Officer will work closely in representing their state in all matters. The Board member/s will have a vote on all board issues. Term of office for this position will be established by the state at election time. Once the state has reached 101 members, they may elect one Board member for each 50 members added. There will be no cap on the number of Board members each state may have.
11. Elections will be held in each state in November of each year when positions come open. Nominations for office will be made in August of each year if a position is coming up for election. It is up to each state to have a meeting or some other way for members to make nominations for which they would like to run for any position. Nominees can campaign by email or by writing letters. Nominees should never use discouraging remarks about another candidate for office. He/she may campaign on his/her qualifications, not by trash talking an RGA member. Elections will be held in November at either a state meeting or regional meetings in each state. It is up to each state to find a way to hold a fair election for board members. The RGA Directors will be available to help states in any way they can. * See Addendum 06-03-2010
12. Removal of an Officer or Board Member: The removal of an officer or a board member is a very serious matter and should not be considered unless ample proof is provided, i.e. theft, being charged with a serious crime, unethical action that degrades RGA members, etc. Never should a board member or officer be subject to removal over gossip or unpopular decisions. It will take a 2/3 vote by all board members to remove a board member or officer from their position.
13. Resignations are effective upon receipt by the Secretary of RGA by written notification.
14. Vacancy of Office or Board Member: If an officer or board member should resign or be removed and there are more than six months left on his/her term, the board shall appoint an interim officer or board member to complete the term.
15. Term of Office: The first election held for RGA board members and officers will have staggered terms. Some will be two year while some will be three year terms, as previously noted above.
ARTICLE VI
Accounting1. Fiscal Year - The fiscal year for RGA will begin January 1st of each year and end December 31st of each year, but may be changed by resolution of the Board of Directors.
2. Check and Draft - The Board of Directors has given authority to the RGA Director and Treasurer to set up a bank account for the purpose of depositing membership dues and covering expenses incurred by RGA. All checks other than normal expenses incurred by RGA shall be subject to a vote of the Board of Directors for approval. Checks to be written for business expenses and travel as needed can be approved by either the Director or Treasurer of RGA. Receipts and bill of laden must be turned in to the Treasurer or the Director to be eligible for reimbursement.
3. Budget - The Board of Directors will meet once a year in January to set and decide on any budgeted items for that year. The board may amend the budget at any meeting if it becomes necessary.
4. Accounting - The Treasurer will make a quarterly financial report to the Board at the called meeting. A financial statement will be posted on the website along with minutes of the meeting. The Treasurer will compile an annual report for the members within 30 days of the end of the Fiscal year.
5. Reimbursement - The Director and other officers will serve without compensation with the exception of expenses incurred in furtherance of RGA business with prior board approval. Travel expenses for the Director will be reimbursed with receipt for all expenses incurred for RGA business. Travel expenses for officers, judges or pertinent personnel as deemed necessary for an event must be approved by the Director beforehand to be eligible for reimbursement.ARTICLE VII
1. Competitions: Every group and state is encouraged to hold competitions and events in their area. RGA members are encouraged to support all events if possible. If a group in any state holds a sanctioned competition for a fund raiser, the profits must be reported to the Director of RGA and detail how those proceeds will be used in the future. No RGA member should make a profit from hosting any event or competition. The group may use the fund as start up cost for the next year event, donate the funds to charity or to help support Living History Parks, etc.
RGA is a non-profit organization and all funds must be accounted for and used in a manner to promote Old West History or events that promote Living History of the
19th century
ARTICLE VIII
Books and Records1. Appropriate records/books of activities of the Guild shall be kept at the office of RGA. These shall include a minutes book which shall contain a copy of the Certificate of Incorporation, a copy of these Bylaws and all minutes of meetings of the Board of Directors.
ARTICLE IX
Amendment of Bylaws1. These bylaws may be amended by a majority vote of the officers and the Board of Directors. Prior notice will be given of a proposed amendment/s in the notice of the meeting at which such action is to be taken.
2. Amendments must pass with a majority vote by a quorum (51%) of the Board of Directors.
ARTICLE X
Disbursement of Reenactment GuildThe Reenactment Guild of America’s goal is to be around for the coming generations to pass on our history. These are the hopes we have for our Guild. At any time the members or Board of Directors in its entirety feels that RGA is no longer needed or supported by the membership, they can vote to disburse the Guild. It will take a 75% vote of all board members and officers to disburse the Guild. Once this vote has been passed, all assets of RGA will be sold or auctioned and any funds in accounts will be donated to the charities or non-profit organization the Board of Directors and officers can agree on by a majority vote. No assets or funds can be retained by RGA but can be purchased through the auction if they place the high bid
ADDENDUM: 04-18-2008SPECIAL PROVISIONS RELATED TO NON-PROFIT STATUS:
No part of the net earnings of the Association shall inure to the benefit of or be distributable to it's members, trustees, officers or other private persons except that the corporation shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in Article II hereof.
No substantial part of the activities of the Association shall be the carrying on of propaganda or otherwise attempting to influence legislation. The corporation shall not participate in or intervene in (including the publishing or distribution of statements) any political campaign on behalf of or in opposition to any candidate for public office. Notwithstanding any other provision of these articles, the Association shall not, except in an insubstantial degree, engage in any activity or exercise any powers that are not in furtherance of the purposes of the corporation.
ADDENDUM: 06-03-2010
ELECTION SCHEDULE ESTABLISHED FOR ALL RGA OFFICERS:
The National Board further agrees that beginning in the Election year 2010, RGA Officers will run for Election as follows:
2010 Election (Serving 2011 – 2013):
National Director
National Treasurer - *appointed
National Sergeant of Arms - *appointed
National Safety Officer - *appointed by the entire National Board and has no definite tenure.
State Directors
State 1st Board Member
State 3rd Board Member
and subsequent board members as the states grow in membership
as designated in the board member requirements following this sequence.
* Appointment to follow election of National Director
2011 Election (Serving 2012 – 2014)
National Associate Director
National Secretary
State Safety Officers
State 2nd Board Member
State 4th Board Member
and subsequent board members as the states grow in membership
as designated in the board member requirements following this sequence.Effective date: 6/3/2010