Seminole indian scouts cemetery association
bylaws
PREAMBLE
We, the descendants of the Seminole Negro Indian Scouts, in order to promote and preserve the cemetery, henceforth, known as the SEMINOLE INDIAN SCOUTS CEMETERY, do hereby establish these bylaws.
ARTICLE I – ORGANIZATION NAME
The name of this organization shall be the SEMINOLE INDIAN SCOUTS CEMETERY ASSOCIATION (SISCA).
ARTICLE II – MEMBERSHIP ELIGIBILITY
Members of the SEMINOLE INDIAN SCOUTS CEMETERY ASSOCIATION shall fall into one of two groups: Descendant and Associate.
Descendant Members
Descendant Members shall consist of all the descendants of the SEMINOLE NEGRO INDIAN SCOUTS as determined through oral history, community, tradition, and other documents and methods that are deemed fit. Descendant Members have voting rights.
Children (Ages 0-9)
Descendant children, between 0-9 years of age may be enrolled for free, as non-voting members.
Youth (Ages 10-17)
Descendant children, between the ages of 10-17, may join as discounted dues-paying, non-voting members.
Adult (Ages 18-79)
Adult descendants of legal age (18) may join as dues-paying members who can:
Elders (Ages 80 and above)
Elder descendants can:
Elders are not required to pay dues but may if they choose.
Associate Members
Associate members shall consist of those who are not descendants, such as spouses and friends of the association, who pay dues but do not have voting rights. Associate members may serve on election committees but may not hold an elected office.
ARTICLE III - DUES AND FINANCES
Membership dues are paid annually to the association and are acknowledged by a receipt. Dues for the upcoming year will be announced publicly and will be advertised in the monthly newsletter, on the website, and on social media pages (Instagram, Facebook, and Twitter). Dues renewal letters will be sent to members to remind them to pay upcoming dues each year. Dues can be paid at any time during the year via mail, website, or in person by cash, check, money order, or debit or credit card. The dues listed below are subject to change as needed.
Descendant members are eligible to vote in an election year, if they have paid their dues and have been paid members for, at least, one year. Newly enrolled Descendant members will be eligible to vote after one year.
All monies received shall go toward the upkeep and preservation of the SEMINOLE INDIAN SCOUTS CEMETERY. This money shall be deposited in an FDIC approved bank, and no withdrawal shall be made without the approval of two Board Members.
The Fiscal Year shall be January 1 – December 31. There will be a monthly financial statement provided to the Board of Directors.
No member of SISCA shall be allowed to represent, fundraise, or sponsor events on behalf of SISCA without prior written authorization from the Officers and the Board of Directors.
ARTICLE IV: MEETINGS
Regular Meetings
Two regular meetings of the general members shall be held at the Carver School annually. The meeting dates and times will also be published online, in the newsletter, and on our social media sites. These meetings will be for discussion and education purposes only. All members are welcome to attend.
Board Meetings
There will be a minimum of four (4) board meetings scheduled yearly, with additional meetings as needed. One board meeting should be held before Juneteenth to prepare for it, and another should be held before Seminole Days to prepare for it. The remaining two meetings shall be scheduled, as needed, during the year. All meetings will be mandatory for Board Members and Officers, but half of the meetings (i.e. two out of the four) may be attended by teleconference, rather than in person. Board Members will be notified of meetings in, at least, three ways (emails, telephone, and text), and the meetings will be scheduled so that everyone can attend.
Annual Meeting
An annual meeting of the general members shall take place in September during Seminole Days (third weekend of September). The specific date, time, and location of which will be designated by the President. At the annual meeting, the members shall receive an update of the association’s financials and activities and learn about upcoming initiatives. The annual meeting counts as one of the two regular meetings held for all members.
Special Meetings
Special meetings may be called by the Officers and the Board of Directors.
ARTICLE V: VOTING
Quorum
For any board meeting to be official and able to conduct a vote, a quorum of 2/3 of the Officers and Board of Directors, must be present, in person or by teleconference.
Voting
The Officers and Board of Directors will vote on and decide all matters pertaining to the operation of SISCA, with the exception of any matters that the Officers and Board of Directors determine should go to a vote by the general membership.
The general membership will vote for Officers and Board Members, except for cases where an individual member needs to be replaced. In this case, the Officers and Board of Directors will choose a replacement.
For matters that can be decided by an Officers’ and Board of Directors’ vote, after a quorum is noted, if 2/3 of the Officers and Board of Directors are declared present, in person or by teleconference, a vote can take place and be settled by a simple majority of the board (50% + 1).
For matters that require a vote by the general membership, as determined by the Officers and Board of Directors, a vote will be conducted by mail and open to all voting members of SISCA. No general membership vote will be held without alerting all members by email, mail, the website, social media, and the telephone when necessary. Ballots must be provided to all members with sufficient time to respond. A legitimate vote will require a response from a simple majority, i.e., 50 percent of the members plus one.
Votes on an initiative will be settled by a simple majority consisting of 50 percent plus one of the returned ballots.
ARTICLE VI – OFFICERS AND BOARD OF DIRECTORS
President
The President shall:
Vice-President
In the absence of the President or in the event of his or her inability or refusal to act, the Vice-President shall perform all the duties of the President and, when so acting, shall have all the powers of, and be subject to all the restrictions on, the President.
Secretary
The Secretary shall:
Treasurer
The Treasurer shall:
Board of Directors
The Board of Directors is the controlling (governing) body of the association and consists of up to seven (7) members. Responsibilities will include but not be limited to:
Eligibility to Run for Offices
Members who wish to run for a Board Member position or the office of Treasurer or Secretary must have been a paid member for, at least, two consecutive years.
Members who wish to run for the position of President or Vice-President must have been a paid member for, at least, two years and held either a board member position or the position of secretary or treasurer for one full term (2 years for an officer and 4 years for a board member).
ARTICLE VII - TERMS OF OFFICE
Officers (President, Vice-President, Secretary, Treasurer) are elected every two (2) years.
Effective in 2021, Board Members are elected for four (4) year terms. Board Members’ terms shall be staggered, meaning every two years only 4 of the seven or 3 of the seven are up for reelection.
By a 2/3 vote of the Board of Directors and Officers, any officers’ or board of directors’ term(s) may be extended in an emergency situation.
If a Board Member runs for an Officer position and is elected to that Officer position, the Board Member’s vacated position shall be filled by a new Board Member who is nominated and appointed, following a vote by the Board of Directors and Officers.
ARTICLE VIII – REMOVALS
Except in extenuating circumstances, Officers and Board Members who miss more than three (3) board meetings in one fiscal year can be removed with a 2/3 vote of the Board of Directors and Officers.
Except in extenuating circumstances, any Board Member or Officer not fulfilling their duties in one fiscal year may be dismissed by a 2/3 vote of the Board of Directors and the Officers.
ARTICLE IX - VACANCIES
In the event a vacancy should occur, the remaining elected Board Members and elected Officers shall appoint a successor.
ARTICLE X– COMPENSATION OF OFFICERS AND BOARD MEMBERS
All members of the governing body of SISCA shall be volunteers. Therefore, no Officer or Member of the Board shall be paid or compensated for any service rendered.
ARTICLE XI – AMENDMENTS
These bylaws can and will be amended as often as necessary, with the President presiding at a board meeting, and any amendments shall become effective with the approval of 2/3 of Elected Officers and Board Members.
These bylaws shall take immediate effect after they are approved by 2/3 votes of the elected Officers and Board Members.
Revised August 2021
PREAMBLE
We, the descendants of the Seminole Negro Indian Scouts, in order to promote and preserve the cemetery, henceforth, known as the SEMINOLE INDIAN SCOUTS CEMETERY, do hereby establish these bylaws.
ARTICLE I – ORGANIZATION NAME
The name of this organization shall be the SEMINOLE INDIAN SCOUTS CEMETERY ASSOCIATION (SISCA).
ARTICLE II – MEMBERSHIP ELIGIBILITY
Members of the SEMINOLE INDIAN SCOUTS CEMETERY ASSOCIATION shall fall into one of two groups: Descendant and Associate.
Descendant Members
Descendant Members shall consist of all the descendants of the SEMINOLE NEGRO INDIAN SCOUTS as determined through oral history, community, tradition, and other documents and methods that are deemed fit. Descendant Members have voting rights.
Children (Ages 0-9)
Descendant children, between 0-9 years of age may be enrolled for free, as non-voting members.
Youth (Ages 10-17)
Descendant children, between the ages of 10-17, may join as discounted dues-paying, non-voting members.
Adult (Ages 18-79)
Adult descendants of legal age (18) may join as dues-paying members who can:
- vote for the election of Officers and Board Members, and on matters that the Board of Directors determines needs a membership vote, as referenced in Article V
- serve on committees
- seek an elected position, if qualified
Elders (Ages 80 and above)
Elder descendants can:
- vote for the election of Officers and Board Members, and on matters that the Board of Directors determines needs a membership vote, as referenced in Article V
- serve on committees
- seek an elected position, if qualified
Elders are not required to pay dues but may if they choose.
Associate Members
Associate members shall consist of those who are not descendants, such as spouses and friends of the association, who pay dues but do not have voting rights. Associate members may serve on election committees but may not hold an elected office.
ARTICLE III - DUES AND FINANCES
Membership dues are paid annually to the association and are acknowledged by a receipt. Dues for the upcoming year will be announced publicly and will be advertised in the monthly newsletter, on the website, and on social media pages (Instagram, Facebook, and Twitter). Dues renewal letters will be sent to members to remind them to pay upcoming dues each year. Dues can be paid at any time during the year via mail, website, or in person by cash, check, money order, or debit or credit card. The dues listed below are subject to change as needed.
- Descendant Youth Member: $12.00
- Descendant Adult Member: $24.00
- Associate Member: $24.00
Descendant members are eligible to vote in an election year, if they have paid their dues and have been paid members for, at least, one year. Newly enrolled Descendant members will be eligible to vote after one year.
All monies received shall go toward the upkeep and preservation of the SEMINOLE INDIAN SCOUTS CEMETERY. This money shall be deposited in an FDIC approved bank, and no withdrawal shall be made without the approval of two Board Members.
The Fiscal Year shall be January 1 – December 31. There will be a monthly financial statement provided to the Board of Directors.
No member of SISCA shall be allowed to represent, fundraise, or sponsor events on behalf of SISCA without prior written authorization from the Officers and the Board of Directors.
ARTICLE IV: MEETINGS
Regular Meetings
Two regular meetings of the general members shall be held at the Carver School annually. The meeting dates and times will also be published online, in the newsletter, and on our social media sites. These meetings will be for discussion and education purposes only. All members are welcome to attend.
Board Meetings
There will be a minimum of four (4) board meetings scheduled yearly, with additional meetings as needed. One board meeting should be held before Juneteenth to prepare for it, and another should be held before Seminole Days to prepare for it. The remaining two meetings shall be scheduled, as needed, during the year. All meetings will be mandatory for Board Members and Officers, but half of the meetings (i.e. two out of the four) may be attended by teleconference, rather than in person. Board Members will be notified of meetings in, at least, three ways (emails, telephone, and text), and the meetings will be scheduled so that everyone can attend.
Annual Meeting
An annual meeting of the general members shall take place in September during Seminole Days (third weekend of September). The specific date, time, and location of which will be designated by the President. At the annual meeting, the members shall receive an update of the association’s financials and activities and learn about upcoming initiatives. The annual meeting counts as one of the two regular meetings held for all members.
Special Meetings
Special meetings may be called by the Officers and the Board of Directors.
ARTICLE V: VOTING
Quorum
For any board meeting to be official and able to conduct a vote, a quorum of 2/3 of the Officers and Board of Directors, must be present, in person or by teleconference.
Voting
The Officers and Board of Directors will vote on and decide all matters pertaining to the operation of SISCA, with the exception of any matters that the Officers and Board of Directors determine should go to a vote by the general membership.
The general membership will vote for Officers and Board Members, except for cases where an individual member needs to be replaced. In this case, the Officers and Board of Directors will choose a replacement.
For matters that can be decided by an Officers’ and Board of Directors’ vote, after a quorum is noted, if 2/3 of the Officers and Board of Directors are declared present, in person or by teleconference, a vote can take place and be settled by a simple majority of the board (50% + 1).
For matters that require a vote by the general membership, as determined by the Officers and Board of Directors, a vote will be conducted by mail and open to all voting members of SISCA. No general membership vote will be held without alerting all members by email, mail, the website, social media, and the telephone when necessary. Ballots must be provided to all members with sufficient time to respond. A legitimate vote will require a response from a simple majority, i.e., 50 percent of the members plus one.
Votes on an initiative will be settled by a simple majority consisting of 50 percent plus one of the returned ballots.
ARTICLE VI – OFFICERS AND BOARD OF DIRECTORS
President
The President shall:
- serve as the official representative of SISCA
- call meetings as deemed necessary
- preside over all meetings
- form and/or dissolve committees that support the work of SISCA
- delegate duties to other elected officers.
Vice-President
In the absence of the President or in the event of his or her inability or refusal to act, the Vice-President shall perform all the duties of the President and, when so acting, shall have all the powers of, and be subject to all the restrictions on, the President.
Secretary
The Secretary shall:
- maintain all matters and correspondence that pertain to SISCA.
- ensure that a copy of the updated bylaws is posted on the SISCA website at all times.
- keep the notes on all meetings, including records of all members in attendance
- ensure that a membership database containing all pertinent information be maintained.
- provide copies of all aforementioned documents to the board on request.
Treasurer
The Treasurer shall:
- be the official custodian of all monies trusted to the organization
- will countersign, with a designated board member, all checks drawn on the account of the organization, subject to the approval of the Board Members
- ensure that policies and procedures are in place, so all records of all financial transactions are made available to the board on request
- ensure that policies and procedures are in place, so all funds received in the name of the association are deposited in the name of the association in a financial institution chosen by the board of directors.
Board of Directors
The Board of Directors is the controlling (governing) body of the association and consists of up to seven (7) members. Responsibilities will include but not be limited to:
- overseeing the organization’s activities
- approving financial distributions
- approving fundraisers
- maintaining and overseeing the grounds belonging to SISCA or under their care
Eligibility to Run for Offices
Members who wish to run for a Board Member position or the office of Treasurer or Secretary must have been a paid member for, at least, two consecutive years.
Members who wish to run for the position of President or Vice-President must have been a paid member for, at least, two years and held either a board member position or the position of secretary or treasurer for one full term (2 years for an officer and 4 years for a board member).
ARTICLE VII - TERMS OF OFFICE
Officers (President, Vice-President, Secretary, Treasurer) are elected every two (2) years.
Effective in 2021, Board Members are elected for four (4) year terms. Board Members’ terms shall be staggered, meaning every two years only 4 of the seven or 3 of the seven are up for reelection.
By a 2/3 vote of the Board of Directors and Officers, any officers’ or board of directors’ term(s) may be extended in an emergency situation.
If a Board Member runs for an Officer position and is elected to that Officer position, the Board Member’s vacated position shall be filled by a new Board Member who is nominated and appointed, following a vote by the Board of Directors and Officers.
ARTICLE VIII – REMOVALS
Except in extenuating circumstances, Officers and Board Members who miss more than three (3) board meetings in one fiscal year can be removed with a 2/3 vote of the Board of Directors and Officers.
Except in extenuating circumstances, any Board Member or Officer not fulfilling their duties in one fiscal year may be dismissed by a 2/3 vote of the Board of Directors and the Officers.
ARTICLE IX - VACANCIES
In the event a vacancy should occur, the remaining elected Board Members and elected Officers shall appoint a successor.
ARTICLE X– COMPENSATION OF OFFICERS AND BOARD MEMBERS
All members of the governing body of SISCA shall be volunteers. Therefore, no Officer or Member of the Board shall be paid or compensated for any service rendered.
ARTICLE XI – AMENDMENTS
These bylaws can and will be amended as often as necessary, with the President presiding at a board meeting, and any amendments shall become effective with the approval of 2/3 of Elected Officers and Board Members.
These bylaws shall take immediate effect after they are approved by 2/3 votes of the elected Officers and Board Members.
Revised August 2021