Constitution and By-Laws 2020

 Clan Henderson Society, Inc . 

Clan Henderson Society, Inc.

Constitution

ARTICLE I. Name and Location
The name of the Society, as set forth in the Articles of Incorporation, shall be the “Clan Henderson Society, Incorporated” (hereafter referred to as Clan Henderson Society, the Clan Society, or the Society) with headquarters and main office located at New Bern, NorthCarolina, USA.

ARTICLE II. Policy and Operations
Section 1. The Clan Society shall be operated on a nonprofit basis. No net earnings shall inure to the benefit of any of its officers or members, but shall be devoted exclusively to the charitable and educational purposes within the meaning of section 501 (c) (3) of the Internal Revenue Code of 1954 in order to further the objectives and purposes for which the Society is created.


Section 2. Clan Henderson exists as a society of Scottish heritage for all Hendersons and their descendants in the family at large. Clan Henderson is a clan of the name Henderson and its variations. Some of the variations include the Gaelic MacEanruig (pronounced MacEnrick), MacKendrick, MacKendry, Kendrick, MacHendry, MacHenry, Henry, Hendry, Hendrie, Henryson, Henrisoun, Henders (in Ulster) and d’Handresson (in France). Although the modern, less modern, ancient or Gaelic reference to the family name may be used interchangeably, this Society will refer to the family at large by the name of “Henderson”


Section 3. Clan Henderson Society will conduct its affairs in a nonpartisan political manner. Its name or influence will not be used directly or indirectly in the interest of any national, state or municipal political activity.


Section 4. The existence of the Clan Henderson Society shall continue perpetually until the same is lawfully dissolved and upon any dissolution or termination of the Corporation, all assets, after payment of outstanding debts, shall be transferred to a successor corporation or other entity with the same or similar mission and/or objectives. No assets can devolve to the membership or any individual.

ARTICLE III. Objectives and Purposes
Clan Henderson Society shall devote its efforts and activities to the aims and 
purposes generally set forth in the Articles of Incorporation, this Constitution and its Bylaws and to such other supplemental and directive activities, objectives and purposes as may be approved by the Executive Board, including but not limited to: Encouraging cultural activities including the perpetuation of Scottish dress, traditions and customs, promoting Scottish festivals, games and gatherings and supporting Clan Henderson wherever its members may be
found. Promoting charitable and educational activities within Clan Henderson and in so doing, demonstrating fellowship and friendship among kith and kin and towards all clans and all peoples. Promoting the learning of and the participation in the history, arts and literature of Scotland. Assisting the membership in their genealogical research; identifying both the individual families and connections between them; tracing their migrations from the homeland and connecting them to families who did not emigrate. Encouraging travel to Scotland and promoting mutual understanding through opportunities for family visitation and exchange. Researching, recording and perpetuating an understanding of the history of Clan
Henderson. Promoting other activities as the Executive Board determines would be in the best interest of the Clan Henderson Society

ARTICLE IV. General Form of Organization
Section 1. The Clan Henderson Society was formed under the guidance of the Council of Scottish Clans and Associations, Inc. and has been authorized to organize and exist by the Chief of the Name and Arms of Henderson, Alistair D. Henderson of Fordell. The Chief has charged the Society with the administration of Clan Henderson and to assist in the formation of affiliates in countries where Hendersons may be found


Section 2. The general control and management of the property and affairs of the Clan Society will be vested in its Executive Board, which shall determine all policy matters involving the conduct of the Society.


Section 3. The Executive Board shall consist of elected officers, immediate past president and regional commissioners.


Section 4. At all times when the Executive Board is not in session, the elected officers of the Society will administer its affairs. These officers shall act under the direction of the president, who shall perform such actions as deemed necessary for the conduct of the Clan Society’s business and subject to such restrictions and guidelines as may be directed by the Executive Board and the Constitution and Bylaws.

ARTICLE V. Officers
Section 1. The elected Officers of the Clan Henderson Society shall be a President, Vice President for Operations, Vice President and General Counsel, Vice President for Members, Vice President for  
Genealogy/DNA, Recording Secretary, and Treasurer.


Section 2. The remainder of the Clan Henderson Society officers shall be appointed as provided in theBylaws.


Section 3. The election of officers will be conducted at the annual business meeting held during even-numbered years. The term of office for all elected officers shall be for a period of two years, beginning on January 1 of the year following the election.

ARTICLE VI. Membership
Section 1. Any Henderson descendant or descendant of a family name variation who is Scottish born or who is a lineal descendant of, is married to or has been married to a person who was or is believed to be of
Scottish ancestry or anyone who chooses Henderson affiliation and can support the policies and objectives of the Clan Society, may become an active member of the Clan Henderson Society upon submission of a membership form and payment of dues. All persons submitting these forms are welcome equally to become active members and each membership is considered to be a family group including children under age 18

Section 2. Persons living outside the United States who qualify under the provisions of section 1 may apply for membership and, upon payment of annual dues, become a member of the Society and an affiliated organization,if desired.

ARTICLE VII. Constitution and Amendments
Section 1. This Constitution and Bylaws 
shall be effective upon approval by a two- thirds majority of the Executive Board and subsequently approved by a majority of the Society members attending the annual general meeting where the documents are submitted for modification.


Section 2. This Constitution and Bylaws may be amended at any regular business meeting of Clan Society members by a majority vote of those members present, provided such majority constitutes a quorum as provided for in the Bylaws. Any proposed amendment must be submitted in writing to an elected officer and, subsequent to approval by the Executive Board, will be provided to the membership prior to a general meeting where a vote is to be taken.

EFFECTIVE: 16 October 2010

AUTHENTICATED: APPROVED:
Dottie Henderson Recording Secretary
Rex A. Maddox

AMENDED EFFECTIVE: 16 April 2016


AUTHENTICATED: APPROVED:
Peggy Sanford Peggy Sanford
Tom Hendricks  President

AMENDED EFFECTIVE: 6 October 2018


AUTHENTICATED: APPROVED:
Peggy Sanford Recording Secretary
Tom Hendricks President

                                        BYLAWS

 BYLAW I. Title The name of this organization will be the “Clan Henderson Society, Incorporated,” hereafter referred to as the Clan Henderson Society, the Clan Society, or the Society. Background Henderson family members attending the Grandfather Mountain Highland Games in North Carolina during the summer of 1986 formed the Clan Henderson Society. Dr. John William Philip Henderson, Chief of the Name and Arms of Henderson of Fordell, recognized and so designated by the Lord Lyon, was petitioned by David S. Henderson of New Bern, North Carolina, on behalf of the persons who had gathered at the Grandfather Mountain Highland Games to receive his permission to form a Scottish Clan Henderson in the United States. Dr. Henderson gave his permission to form a Clan Henderson Society in the United States on 22 September 1986. Subsequent to receiving this permission, members of the family Henderson petitioned the Council of Scottish Clans and Associations for membership as the Clan Henderson Society. This membership was granted on 1 April 1988. The Henderson family members met again at the Grandfather Mountain Highland Games in July 1988 for the purpose of establishing the Clan Henderson Society of the United States. A subsequent letter from Dr. Henderson to the elected president of the Clan Society, Walter “Toby” Parrish of Nashville, Tennessee, suggested extending the Society’s membership to include Canada. The executive board approved this move and the name of the organization was therefore established as the “CLAN HENDERSON SOCIETY OF THE UNITED STATES AND CANADA”. Subsequent to the above action, at the annual general meeting of the Clan Society in 2002, the name of the organization was changed to reflect the establishment of an autonomous society by both the US and Canadian memberships. Approval for a name change by both organizations was received from the Chief, and with those members present at the annual meeting voting, became the “CLAN HENDERSON SOCIETY OF THE UNITED STATES OF AMERICA”. Following this move, in 2002, the Society name was changed subsequent to a vote of the general membership at the annual general meeting of the Society. In 2009, a further name change was requested by the then Chief, Alistair Donald Henderson of Fordell, to establish the US Clan Henderson Society as the administrative arm of Clan Henderson. A subsequent affirmative vote of the Society executive board prompted the change of name to the: “CLAN HENDERSON SOCIETY.” The Honorable Alistair Donald Henderson of Fordell, Chief of the Name and Arms of Henderson, the Clan Society’s patron, has seen fit to designate a Clan member as his representative in North America and has designated this person as the High Commissioner and Chieftain for North America. The position of High Commissioner holds no office in the Clan Henderson Society; however, this person’s counsel is normally sought. Furthermore, he relates the Chief’s thoughts to the Clan Society. BYLAW II. Policy and Operations Section 1. Policy. Clan Henderson Society will be a nonprofit society. No revenues of the Society will inure to the benefit of any of its officers or members, but will be devoted exclusively to the charitable and educational purposes within the meaning of section 501 (c)(3) of the Internal Revenue Code of 1954 in order to further the objectives and purposes for which the Clan Henderson Society is created. Section 2. Politics. Clan Henderson Society will conduct its affairs in a non-partisan political manner. Its name or influence will not be used directly or indirectly in the interest of any national, state or municipal political activity. Section 3. Responsibilities. The officers and the membership of the Clan Henderson Society will be responsible for the administration, finances and activities of the organization. Section 4. Dissolution. Should this corporation be either dissolved or terminated, for any reason, all assets, after payment of any debts, will be transferred to a successor corporation or entity that practices the same or similar mission as the Clan Henderson Society. No assets can devolve to any member of the corporation. BYLAW III. Objectives and Purpose Clan Henderson Society will devote its efforts and activities to the aims and purposes generally set forth in these bylaws and to such other supplemental directives as established by the executive board, including, but not limited to the following: a. Encouraging cultural activities including the perpetuation of Scottish dress, traditions and customs, promoting Scottish festivals, games and gatherings and supporting Clan Henderson, the Society and its affiliates wherever they may be found. b. Promoting charitable and educational activities within the Clan Henderson Society and in so doing, demonstrating fellowship and friendship among kith and kin, and towards all clans and all peoples. Clan Manual 2018 Constitution & Bylaws - 7 c. Promoting the learning of and the participation in the history, arts and literature of Scotland. d.Assisting the membership in their genealogical research: identifying both the individual families and connections between them; tracing their migrations from the homeland and connecting them to families who did not emigrate. e. Encouraging travel to Scotland and promoting mutual understanding through opportunities for family visitation and exchange. f. Researching, recording and perpetuating an understanding of the history of the Clan Henderson. g. Promoting such other activities as the executive board may determine will be in the best interests of the Clan Henderson Society and its members. BYLAW IV. Geographical Area The Clan Henderson Society is designed principally for a membership from the United States, although actual membership may be worldwide. The geographical area of the United States will be divided into regions based upon geography and membership, with these divisions subject to change from time to time. Locally-organized groups of Henderson families outside the United States that wish to formalize their status are encouraged to do so. Their organization may reflect the organization established herein; however, they should comply with national or local legal requirements. World-wide, they will be affiliated with the Clan Henderson Society. BYLAW V. Membership Section 1. Eligibility. Any Henderson descendant or other person interested in the aims, objectives and purposes of the Clan Henderson Society, as set forth in these bylaws, are eligible for membership. Any corporation or association or other legal entity of any kind may apply for membership but will have no vote in Clan Society business matters. Section 2. Classes. Membership in the Clan Henderson Society will be of five classes: active, inactive, corporate, affiliate and honorary. Each membership will be considered to be inclusive of a family group (Member, spouse, and all children under 18 years of age). Corporate memberships may include partnerships or any other legal entity that has been approved for membership by the executive board. a. An active member is defined as a Henderson descendant or any other person living in the world at large who is Scottish born or who is a lineal descendant of; is married to, or has been married to a person who was or is believed to be of Scottish ancestry or anyone who chooses Henderson affiliation and can support the policies and objectives of the Clan Henderson Society. This individual, as well as any member of an affiliate, may become an active member of Clan Henderson Society upon submission of a membership form and payment of dues. b. An inactive member is defined as any member that has failed to maintain active member status by payment of annual dues. This individual may not represent the Clan Henderson Society in any way. c. A corporate member is a recognized corporation, partnership, business, group or other legal entity that has been approved for membership by the executive board. d. An affiliate member is any Clan Henderson organization located outside of the United States. All individual members of an affiliate are eligible for active membership in the Society upon submission of a membership form and payment of dues to the Society. e. An honorary member is defined as any person who is identified by the executive board to be honored by membership in the Clan Henderson Society. This category will include any individual who is being recognized for a specific action or trait that will or has brought about credible recognition of the Clan Society. An honorary member who pays annual dues will become an active member on the membership rolls and be liable for annual renewal. Section 3. Privileges. Classes of membership will define membership privileges. a. Active members, may participate in Clan Henderson activities, vote in elections, hold office and receive official Clan Henderson publications. b. Inactive members may participate in Clan Henderson activities although they may not vote in elections, hold office, represent the Clan Society in any way, nor receive official Clan Henderson publications. However, they may regain active member status upon payment of annual dues. c. Corporate members may designate a representative or representatives (not to exceed two) to participate in Clan activities and to receive Clan Henderson publications, but such representative may not vote or hold office. d. Affiliated members are represented to the Clan Society by their principal officers and appointed officials. e. Honorary members are those persons designated by the executive board for special recognition. They may participate in Clan Henderson Society activities and receive official Clan Henderson publications, but may not vote or hold office. Section 4. Membership Term. An active membership will remain in force so long as the member maintains a current status by payment of annual dues. Inactive members will remain on the membership rolls in a separate status and may be reinstated as active members upon their payment of dues. Honorary members continue in that status indefinitely until relieved of that title by action of the executive board or payment of annual dues. Each membership will be renewable annually or as specified by the executive board for each organization or group accepted as a corporate member. BYLAW VI. Officers Section 1. Elected Officers. The elected officers of the Clan Henderson Society shall be a president, vice president for operations, vice president and general counsel, vice president for members, vice president for genealogy/DNA, recording secretary, and treasurer. The position of recording secretary and treasurer may be combined or separated upon approval of the executive board should the situation warrant. While it is anticipated that the affiliate will organize in a like manner, position titles will be appropriate for their local legal requirements Section 2. Commissioned Officers. The United States is divided into regions with a leader designated by the Society president and subsequently commissioned by the High Commissioner for North America to gather the clan in their region. Once the individual has been commissioned, he/she is authorized by the Chief and High Commissioner for North America to wear a single eagle feather in his/her bonnet as his/her “badge of office”. This appointment and commission are to remain in effect until rescinded by the president or is resigned by the individual who has received the commission. As the United States has regional commissioners, affiliates will have the opportunity to designate individuals as commissioners for a specific geographic region. Section 3. Appointed Officers. These officers of the Clan Henderson Society will include, but not be limited to, the clan piper, clan chaplain, clan bard, head of the bodyguard, historian, quartermaster, youth activities director, genealogist, and the editor, An Canach. These officers will serve at the pleasure of the current president, for a normal term of two years. It is anticipated that the affiliate will organize in a like manner, with position titles appropriate for their local legal requirements. Section 4. Executive Board. The Executive Board shall consist of the current elected officers, the immediate past president and the commissioned officers as voting members. The High Commissioner for North America, the Counselors to the Chief, and the President Emeritus shall serve as ex- officio (nonvoting) members of the executive board. The executive board shall have the power to act in the name of the Society in situations requiring decision prior to the next scheduled meeting of the Society. Section 5. Status and Powers. The elected and commissioned officers listed above will be the decision-making body of Clan Henderson and will govern in accordance with these Bylaws. Section 6. Term of Office. Elected officers will serve for a term of two years. The term of office will be from 1 January of the year following election until 31 December two years later. Should an elected officer be unable to complete a term of office, the executive board will select a replacement. All elected and appointed officers must maintain an active membership for the term of their office. Section 7. Duties of Elected Officers. a. The president will be the chief executive officer of the Clan Henderson Society. The president will preside at all meetings of the Clan Society, all meetings of the executive board, and all special meetings. The president will designate for appointment all officers as specified in sections 2 and 3 above. While the duties are implied by the position, the president is responsible specifically for regular contact with the Chief of Clan Henderson and the High Clan Manual 2018 Constitution & Bylaws - 10 Commissioner for North America while ensuring the perpetuation of the Clan Henderson Society and the active accomplishment of the Clan Henderson Society’s objectives and purposes as set forth in the Constitution. b. The vice president for operations is the chief operating officer of the Clan Henderson Society. Specifically, the vice president for operations is responsible for coordination of Society membership activities and its participation in Scottish events. This vice president shall perform such duties as delegated by the president. In the absence, disability or death of the president, as determined by the executive board or by written communication from the president, the vice president for operations shall perform the duties and fulfill the responsibilities of the president until such time as the president resumes the office or until a successor is elected. c. The vice president and general counsel is the chief legal officer of the Clan Henderson Society. Specifically, the vice president and general counsel shall ensure sufficiency of Society activities, provide for the incorporation of the Clan Henderson Society and represent the Clan Henderson Society as required in all matters of the law. d. The vice president for members will be responsible for maintaining the Society membership rolls as well as populating the Society through recruitment, retention and outreach to form affiliates around the world. This position will also be responsible for an initial contact by mail with new members for the purpose of providing them with Clan Society information. The vice president for members will maintain a membership of the Society in the Council of Scottish Clans and Associations. The vice president for membership will perform other duties as considered necessary and specified by the president or the executive board. e. The Vice President for Genealogy/DNA is an elected officer responsible for oversight of all Society activities related to acquiring and maintaining information and data related to family ancestry. These activities include, but are not limited to selecting and organizing a Genealogy/DNA Team to support the Society’s members in developing and maintaining their individual family trees, providing assistance and technical guidance for those wishing to have DNA analysis for a more in-depth understanding of their family history and origins, acquiring technologies and databases necessary to fulfill the mission of the Genealogy/DNA Team, provide on-line training for the Genealogy/DNA Team as well as other members of the Society as requested, and oversight of the Genealogy/DNA budget. The Vice President for Genealogy/DNA will work closely with the Vice President for Operations on budget matters and support efforts to develop the yearly budget. This position also requires close coordination with the Vice President for Members on matters to promote membership, as well as Regional Commissioners in their efforts to promote and disseminate information related to the Society’s DNA and genealogy activities. The Vice President for Genealogy/DNA shall appoint deputies as deemed necessary to supervise various aspects of the program and will communicate information about the program to the membership via the An Canach and other electronic means as is practical. f. The recording secretary will record the minutes of meetings, conduct official correspondence for the society, and keep the official records of the organization. This position will be responsible for the preparation of all mass mailings to the membership. The recording secretary will perform other duties as considered necessary and specified by the president or the executive board. g. The treasurer will be the official custodian of the funds of Clan Henderson. The treasurer will receive all dues, pay all bills, maintain the accounting of receipts and disbursements and will submit annually the Clan Henderson financial records, funds and accounts, for audit. The treasurer will maintain membership in the Council of Scottish Clans and Associations. Section 8. Duties of Commissioned Officers. a. The regional commissioners will have full administrative responsibility for the activities of Clan Henderson within their designated geographical area or region, specifically the growth and involvement of its membership in Clan activities and Scottish events. b. Regional commissioners will participate in the executive board’s deliberations to determine the support needed within each region and to coordinate with the vice president for operations on events, the vice president for members for regional membership matters, the treasurer for operating funds, and the editor of An Canach for publicity. c. Regional commissioners may appoint officers or deputies within their region consistent with the elected and appointed officer positions specified within the basic Society structure to include state conveners, games conveners and any other position considered necessary for the proper management of the region. Regional commissioners will advise the executive board of all appointments to regional offices. d. Regional commissioners will coordinate with the head of the bodyguard when nominating members of the region for bodyguard positions of leadership. e. Regional commissioners are responsible for attendance at the Scottish/Celtic events held within their region, recruitment of convenors for these events, and submission of a report on each games or festival to the vice president for operations, vice president for members, and treasurer at the conclusion of the event. Announcements of events which will have a Henderson presence should also be provided to the editor of An Canach and afterwards a copy of reports, story, and photos should be provide to the editor of An Canach. f. Regional Commissioners will be responsible for submitting to the awards committee, nominations of youth who have provided outstanding individual performance in support of Clan activities and monetary awards to support continuing training or education in Scottish or Celtic music, dance, or athletics. Nominees may include children of members and those members under the age of 21.

Section 9. Duties of Appointed Officers. a. The piper will coordinate the piping activities of Clan Henderson, gather and maintain a listing of proficient pipers that may be contacted to provide pipe music, promote interest and education in playing the pipes, support Society gatherings and ceilidhs as possible, and provide for regular publication of articles on piping in An Canach. b. The chaplain will provide spiritual guidance and prayer for Clan Henderson as requested, serve as a focal point to inform the membership of information relative to sacred matters, and provide articles for regular publication in An Canach. c. The bard will provide a cultural base for Clan Henderson, by increasing awareness and appreciation of the Scottish arts, poetry and literature, legends and folktales. The bard will encourage members to develop individual skills in the arts, provide for the development of storytelling as a way to perpetuate both Scottish lore and Clan Henderson lore, develop a collection of Henderson lore and works of art, establish a network of artisans, storytellers and performers, and display this facet of Clan Henderson at Scottish gatherings and ceilidhs whenever possible. The essences of this officer’s duties are creative and the duties will therefore be flexible. d. The head of the bodyguard will be responsible for the proper ceremonial procedures at gatherings, parades, processions, weddings, funerals and other activities of the Clan Henderson Society that may have traditional procedures. The head of the bodyguard will establish a bodyguard within Clan Henderson so that the regional commissioners will have assistance in ceremonial procedures. The bodyguard will assist state and local convenors at games and gatherings and ensure guidance is provided for proper parade and other ceremonial functions. The bodyguard will be present at any function attended by the Henderson chief. e. The historian will conduct and coordinate historical research into Clan Henderson including study of ancestral lands, through the various emigrations, and into the present. In conjunction with the genealogist, the historian will provide for the modern study of Clan Henderson, provide for regular publication in An Canach, and develop displays for the Clan tents at games and festivals. f. The quartermaster will be responsible to order, inventory and maintain Clan articles to include clothing, badges, pins, tartan material and other items that have a relationship to Clan Henderson. The quartermaster will be responsible for ensuring regional commissioners are supplied with items or goods for sale at the events they attend and transferring inventory items to the regional commissioner who then will become responsible for remitting to the treasurer any monies collected from the sale of items or goods. g. The youth activities coordinator will be responsible for ensuring that the juvenile members of Clan Henderson are provided the opportunity to engage in Scottish and other Celtic events as dancers, musicians, athletes, writers and other artistic endeavors. h. The editor of the Clan Society newsletter, An Canach, will serve as the public affairs officer and director of communications to keep the membership informed, maintain liaison with other publications and clan societies, provide for regular publication of An Canach, oversee all official Clan Henderson publications and inform other publications of Clan activities that are of general interest as well as items that tend to promote awareness of the Clan and its activities. BYLAW VII. Fiscal and Financial Matters Section 1. Membership Dues and Fees. The executive board will establish membership dues and fees which may change from time to time. The executive board will also determine the need for additional fees which may have to be assessed against members for support of regional activities and other requirements. Basic dues will be established to determine annual membership eligibility. Section 2. Other Contributions. When donations are provided to the treasurer by members of the Society to support the work of Clan Henderson or to the Clan in the form of valuables such as Henderson memorabilia, all items must be accounted for and properly secured. The treasurer will maintain liquid assets in donation accounts. Donations will be properly acknowledged and authenticated and physical property will be stored as required. Section 3. Regional Budgets. All regional commissioners will establish a budget for the operation of their region based upon active membership levels and submit their budget proposal to the treasurer by 1 November of each year. They will provide a record of expenditures, both in their annual and event reports and for the purpose of future budgetary planning. Section 4. Calendar Year Record Keeping. Clan Henderson Society books will be maintained on a calendar year basis. BYLAW VIII. Meetings Section 1. Clan Henderson Society Annual General Meetings. The time and place of the annual general meeting (AGM) will be determined at the AGM held in even numbered years. The specific site will be selected for each of the next two year’s meetings and voted upon by attending members. Section 2. Special Meetings. Special meetings may be called by the president or upon written request of five members of the board. The call for any special meeting must state the business to be transacted; no business will be transacted except that for which the meeting was called. Special meetings may be conducted by telephone, letter, or e- mail. Section 3. Quorum. Twelve members of the active membership will constitute a quorum at an AGM, but at no time will the lack of a quorum at an AGM prevent those present from proceeding with the program agenda. Section 4. Elections. The president will appoint a nominating committee prior to the annual meeting for which an election is scheduled. This committee will provide the Clan Manual 2018 Constitution & Bylaws - 14 Executive Board with a proposed slate of officers that will be published in An Canach prior to the election, along with election information. The election will take place at the AGM held in even-numbered years unless otherwise directed by the executive board. Nominations for any office may be submitted in writing or from the floor during the meeting. A majority of votes cast at the meeting will constitute a quorum of Clan Henderson Society and a valid election. Section 5. Executive Board. Meetings of the executive board will take place at least annually at the call of the president. Meetings may be held at the AGM, by post, by e-mail, or conducted by telephone. BYLAW IX. Committees Section 1. General. Standing committees will be approved for formation by the executive board and serve as an extension of that body for the purpose of providing recommendations for consideration. The chair will be appointed by the president, with committee members selected by the chair. The chair of any committee will be an exofficio member of the board who is cognizant of the purpose for which the committee was established. Section 2. Standing Committees. Standing committees, with assigned responsibilities, are constituted as follows: a. Awards Committee. 1) Develops and recommends to the president and executive board the policies and actions concerning initiation and implementation of an awards program for Clan Henderson Society. 2) Prepares and recommends a total awards program including the development of criteria, nomination procedures and methods of recognition. Coordinates this program with affiliates and with the Chief of Clan Henderson through the High Commissioner for North America. 3) Serves as the awards board for the purpose of evaluating individual nominations for Clan Henderson Society awards. 4) Arranges appropriate presentation ceremonies and publicity. b. History Committee. 1) Coordinates with the Vice President for Genealogy/DNA on all matters related to the overall effort to locate the genealogical and historical records of the surname Henderson, both as a family name and as a clan across Scotland and the world. 2) Provides for the security and storage of archival materials for the Clan Henderson Society. 3) Prepares and maintains a written history of the Clan and publishes an updated version of the history of the Clan for the membership, with distribution as required. 4) Provides for the recognition of dates of historical significance to the Clan. c. Membership Committee. 1) Organizes membership drives and campaigns for new members and membership renewals, supporting regional commissioners in their efforts 2) Recommends policies pertaining to membership and the Clan Henderson Society dues structure. 3) Supports the vice president for members in handling membership administration. d. Public Affairs Committee. 1) Presents the activities of Clan Henderson Society to the membership through regular publications. 2) Coordinates Clan Henderson Society's recognition through the Scottish media and ensures the involvement of the Clan Henderson Society in other Scottish societies and the Council of Scottish Clans and Associations. 3) Serves as the editorial board for An Canach. Section 3. Special Committees. The president is authorized to appoint special committees to perform limited tasks of a temporary nature. The president will appoint the chair of each committee. EFFECTIVE: 16 October 2010 AUTHENTICATED: APPROVED: Dottie Henderson Rex A. Maddox Recording Secretary President AMENDED EFFECTIVE: 16 April 2016 AUTHENTICATED: APPROVED: Peggy Sanford Tom Hendricks Recording Secretary President AMENDED EFFECTIVE: 6 October 2018 AUTHENTICATED: APPROVED: Peggy Sanford Tom Hendricks Recording Secretary President