BY-LAWS. CHILDREN S MUSEUM OF HISTORY, NATURAL HISTORY and SCIENCE at UTICA, NEW YORK ARTICLE I

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1 BY-LAWS OF CHILDREN S MUSEUM OF HISTORY, NATURAL HISTORY and SCIENCE at UTICA, NEW YORK ARTICLE I Section 1. The name of this Corporation shall be Children s Museum of History, Natural History and Science of Utica, New York. ARTICLE II Section 1.The object and purposes: The purpose of the Children s Museum is to provide educational and cultural enrichment to children and their families. Particular emphasis is placed upon history, natural history, science and culture. The primary audience shall be children 3-12 years old. As a secondary service goal, exhibits and activities will be developed for younger and older children. The Museum shall serve children through exhibits, activities, and educational programs. Exhibits and programs will, as much as possible, be interactive to engage our visitors in participatory activities and to stimulate young imaginations. Education programs shall be provided both at the Museum and through outreach visits to school and community organizations. Exhibits and education will, whenever possible, be community specific, reflecting the character and needs of our region and our visitors. The Museum shall acquire and preserve education, research, and permanent collections of objects and artifacts relevant to our mission. The objects will be studied, displayed and used to stimulate curiosity and motivate learning in exhibits and education programs. The Museum s collections shall be maintained in accordance with accepted Museum standards. * See collections. 1

2 ARTICLE III Section 1. The Membership of the Corporation shall consist of members of the Board of Directors that the Board of Directors shall elect. Section 1. Elections of Members ARTICLE IV: BOARD OF DIRECTORS The Board of Directors shall consist of not fewer than seven (7) nor more than twenty (20) members, including the officers of the Corporation. The members of the Board shall be elected by a majority of the board members present at the December meeting. The term service shall be three (3) years, to begin June 1, following the election. A member of the board may serve no more than two (2) consecutive terms, with the exception of a member who serves for at least one (1) year as an officer, who may be elected to one (1) more consecutive year. One-thirds (1/3) of the board positions will terminate each year. No director shall receive any salary or compensation for his/her services as director. Directors shall serve for terms as provided in this section, and until their successors are duly elected and qualified. A director may resign at any time by filing a written resignation with the secretary of the Corporation. Section 2. Powers and Duties The corporate power of the Corporation shall be vested in the Board of Directors. The duties and powers of the Board of Directors shall be as follows: (a) Determine the policies, programs and services to be offered by the Museum. (b) Adopt resolutions and regulations consistent with the purpose of the Corporation and its By-Laws. (c) Appoint necessary committees for the transaction of corporate business. (d) Approve fund raising procedures and suggest patterns for soliciting funds for use by the Corporation. (e) Approve the disbursement of funds and the conveyance, leasing and mortgaging of property. (f) Determine who shall be authorized to sign checks on behalf of the Corporation. (g) Borrow money and contact debts to accomplish the major purpose of the Corporation within accessible funds. 2

3 (h) Employ and terminate the employment of the Executive Director. (i) Fix the rate of compensation of the Executive Director. (j) Elect officers of the Corporation. (k) Exercise such other powers as authorized by the NYS Board of Education. (l) Exercise all other powers no expressly set forth herein but permitted by the Not-for-Profit Corporation Law. Section 3. Meetings The Board of Directors shall hold regular meetings not less than six (6) times a year for the transaction of the business of the Corporation. The annual meeting of the Board of Directors shall be held during June for the purpose of the election of directors. Regular and special meetings of the Board of Directors shall be held as such time and place as shall be designated by the President of the Board. In the absence or incapacity of the President, such meetings may be called by four (4) or more members of the Board of Directors. At least 48 hours notice of the time, place, and purpose of any meeting shall be given to all members of the Board of Directors. Section 4. Quorum At any meeting of the Board of Directors, the presence of one-third (1/3) of the members of the board elected and qualified shall constitute a quorum for the transaction of any normal business. A majority of the members of the board elected and qualified shall constitute a quorum for the transaction of Article IV, Section 2 (g), and (h). The Executive Committee, however, may suspend the Executive Director with pay pending Board action. Section 5. Vacancies In case of any vacancy on the Board of Directors the directors, by the affirmative vote of a majority present at any regular meeting, may elect a successor to fill the vacancy from candidate nominated by the Nominating Committee. Section 6. Attendance The office of any director who is absent without adequate cause from three (3) successive meetings of the Board may be declared vacant by majority vote of the Board. Section 7. Removal of Board Members If there is deemed appropriate cause for the removal of the Board, such action shall be the function of the Board at a duly called meeting, with the majority of the Board needed for affirmative action. Notification shall be sent to the member in question. 3

4 Section 8. Indemnification of Directors and Officers If any officer or director or former officer or director of the Corporation is made a party or threatened to be made a party to any civil or criminal action, suit or proceeding in any matter arising from the performance of his or her duties for or on beheld of the Corporation, then, to the fullest extent permitted by law, the Corporation shall promptly indemnify the director or officer for any and all expense incurred by him or her in connection with the defense of such action, expenses, including attorney s fees, or in connection with any appeals. Such amounts shall be advanced subject only to an unsecured obligation to repay if a court subsequently determines the indemnification was not permitted. The Corporation shall also reimburse the officer or director or former officer or director for any expenses incurred in a claim against the Corporation for such an indemnification. Such indemnification rights constitute a contract, intended to be retroactive to events prior to the adoption of these provisions and shall continue to exist after any revision or restrictive modification of these provisions with respect to events occurring prior to that revision or modification. Section 1. Officers ARTICLE V: OFFICERS The Officers of the Board shall consist of a President, one or more Vice-presidents, a Secretary and a Treasurer. The Board of Directors, by resolution, may create and define the duties of other offices. Officers shall be elected by the Board of Directors from its membership at the June Board meeting for one (1) year terms. Section 2. Vacancies Whenever vacancies occur in any office the same shall be filled by election by the members of the Board of Directors, upon recommendation of the Nominating committee. The officer so elected shall hold office until the regular election of officers at the June Board meeting. Section 3. President The President shall be responsible for calling all regular and special meetings of the Board of Directors. The President shall preside at all meetings of the Board of Directors. He/she shall make committee assignments and appoint committee chairs. He/she shall have a vote at Board meetings only in the event of a tie vote. The President shall have a vote at all meetings of the Executive Committee. Section 4. Vice-President The Vice-President shall perform all of the duties of the President during the absence or disability of the President. 4

5 Section 5. Secretary The Secretary shall have the responsibility for the corporate records. He/she shall attend all meetings of the Board of Directors, and shall keep in a book provided for the purpose a record of the proceedings of such meetings. He/she shall attend to the correspondence of the Corporation. The Secretary shall make available to all Board Members, copies of the minutes of all meetings of the Board of Directors and/or the Executive Committee, prior to the next regular Board Meeting, and shall be responsible for notifying all Board Members of regular and special meetings. Section 6. Treasurer The Treasurer shall assume the position of chairman of the Finance Committee; act as custodian of all funds and securities of the Corporation; review the accounting practices, financial reporting, investment schedule and annual audit of corporate funds; submit a financial report at each Board meeting, and perform other duties incident to the office. Section 7. Delegation of Authority In case of absence or incapacity of any officer of the Corporation, the Board of Directors may by vote of a majority to the entire Board, at any regular or special meeting, delegate the powers and duties of such Officer to another Officer or to any Director for the duration of such absence of incapacity. ARTICLE VI: COMMITTEES The Board of Directors shall, from time to time establish committees, as it shall deem necessary, in order to conduct business of the corporation. ARTICLE VII: CORPORATE RECORDS The books and records of the Corporations shall be kept at the corporate offices of said Corporation, or at such place or places within the State as the Board of Directors may be resolution determine. ARTICLE VIII: AMENDMENTS By-Laws may be adopted, amended, or repealed at any meeting of the Board of Directors, by a vote of two-thirds (2/3) of the Board members present and voting at such meeting, provided that written notice embodying the proposed change has been given at a previous meeting and also in a notice of the meeting at which the proposed change is to be acted upon. By-Laws must be reviewed by the Board at least every two (2) years. (Revised December 1999) 5

6 GOVERNANCE PROCESS (This shall replace the Board structure in the By-laws) A. BOARD STRUCTURE 1. Board Officers The Board shall elect from among its members a Board chair, one or more Board Vice-Chairs, a Board Secretary and Treasurer. These officers shall be elected at the annual meeting in June of each year for a one year term. 2. Chairpersons Role The Board Chair shall preside over board meetings and shall ensure policy development activities for long term goals, and successful Board-Director relationship. 3. Vice-Chairpersons Role The Board Vice-Chair shall ensure of compliance with Board policy and preside in the absence of the Board Chair. 4. Secretary The Board Secretary shall oversee, certify and communicate the records of the Board. In case of absence of incapacity of any officer of the Corporation, the Board of Directors may vote to delegate the duties of such Officer to another Officer for the duration of such absence or incapacity. B. BOARD RESPONSIBILITIES 1. The Board shall determine and define ends policy and ensure appropriate Executive Director performance within The Children s Museum. 2. The Board shall develop a policy that ensures annual review and written evaluation of the Museum operations. 3. The Board shall establish long term goals (those of one to three years) annually. Approved 12/13/99 4. Board members shall be nominated on the basis of board needs and expertise to enhance the boards total capabilities and effectiveness. 5. The Board shall ensure the responsibilities of elected officers are carried out. 6. The Board shall develop a self-assessment policy that ensures periodic review and written evaluation of Board performance annually. 6

7 C & D continued C. BOARD GOVERNANCE STYLE 1. The Board shall govern with outward vision. 2. The Board shall encourage diversity in viewpoints. 3. The Board shall govern with strategic leadership. 4. The Board shall govern with clear distinction of Board and staff roles. 5. The Board shall govern proactively and with one voice. D. BOARD SELF-ASSESSMENT Quarterly assessment will be the responsibility of the Board Vice-Chair made on result of: 1. Quality of the linkage between the Children s Museum and its ownership. 2. Outcome of Ends Policies. 3. Executive Director Performance. 4. Strategic Planning. 5. Financial safeguards. 6. Comparison of Board Activity to adherence to board policy and responsibilities. 7

8 EXECUTIVE LIMITATIONS A. FINANCIAL 1. The Executive Director shall not use restricted funds for other than their intended purpose. 2. The Executive Director shall not use Endowment funds without Board approval. B. PROGRAMS 1. The Executive Director shall not develop any programs, expend any financial Resources or devote time to museum activities that do not work towards achieving Ends Policy. C. MUSEUM PROPERTY 1. The Executive Director shall not dispose of, sell or give away museum property without board approval. 8

9 EXECUTIVE RESPONSIBILITIES A. FINANCIAL 1. The Executive Director shall develop and submit to the November board meeting in writing a budget for Board approval. 2. The Executive Director shall report on all Insurance coverage, payment schedules and amount of coverage at the November board meeting. 3. The Executive Director shall inform the treasurer whenever the actual financial performance of the Museum differs from the approved budget and shall propose corrective budget amendments. 4. The Executive Director shall set aside for deposit quarterly a separate Endowment account 5% earnings including but not limited to, door receipts, grants, educational programs and 5% of all fundraising and gift monies. All money given to the museum for direct endowment purpose shall be directly placed in such account. 5. The Executive Director shall, one week prior to each board meeting provide the Board in writing financial summaries that indicate: a. Overdue accounts that can not be resolved within 30 days. b. Reports that compare actual budget to proposed budget. c. Show income and expense comparison. d. Expenses other than operating costs over $500. e. Earnings income. f. Balances in restricted accounts. g. Endowment deposits and balances. B. INSURANCE 1. The Executive Director shall maintain with appropriate consultation, Directors Insurance with coverage appropriate for the number of Board of Directors. 2. The Executive Director shall maintain, with appropriate consultation Liability Insurance in an amount appropriate to protect the Children s Museum contents and structure. 9

10 C. COMMUNICATIONS 1. Board Meetings All formal communications and reports by the Executive Director will be to the board at regularly scheduled board meetings The Executive Director will not communicate or report on issues that are not on the board meeting agenda. (Report will be mailed ahead of time with the agenda) The Executive Director will not communicate or report on issues that do not follow the board created plan or are irrelevant to the ends policies. 2. Public Communications The Executive Director is limited to communication to the public in a positive manner. All board-meeting issues are considered confidential and are not to be shared with the public by the Executive Director or staff unless otherwise noted. The Executive Director will not provide misleading or inaccurate communications to the public. 3. Emergency Communications The Executive Director will not communicate urgent information to the public before the entire board is made aware of it through contact with the board president. D. PERSONAL POLICIES & COMPENSATIONS 1. The Executive Director will maintain, with appropriate consultation, administrative rule and procedures sufficient for the proper operation of the museum. 2. The Executive Director shall not permit imprudent, wasteful, or unethical practices by museum employees or contractors related to their work, such as any practice which: a. is contrary to applicable laws, regulations, or board directives; b. results in the mistreatment of people. c. wastes the resources of the employees, museum, contributors, community, or taxpayers; d. provides inaccurate or misleading information about museum operations. e. results in the selling of museum property without board approval. 3. The Executive Director will only maintain salaries/wages that are a fair compensation-comparable to similar positions in the area. 4. The Executive Director is limited to Administrative procedures that have been approved by the board and reviewed yearly. 10

11 CHILDREN S MUSEUM GROUND RULES 1. Everyone is in attendance unless absence is communicated prior to meeting. 2. Meeting starts and ends as scheduled. Everyone is on time. 3. Everyone s participation and input is valuable. 4. Be responsible for the Agenda. 5. Diversity of viewpoint is encouraged but one voice is agreed to. 6. Discussion is relevant to agenda topic - stay focused. 7. Everyone listens attentively and respectfully to other. 8. Only one conversation at a time - no interruptions. 9. Assignments agreed to between meetings are completed on time. 10. Meeting discussions remain confidential. 11. Each person grants permission to be reminded when ground rules are not followed. 11

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