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Oakwood Cemetery Restoration Committee Bylaws

BYLAWS

OF

 OAKWOOD CEMETERY RESTORATION COMMITTEE

 

ARTICLE I

 Name

 

                              The name of this group shall be Oakwood Cemetery Restoration Committee, hereinafter

                              referred to as Oakwood Committee.

ARTICLE II

 Object

 

                              The object of the Oakwood Committee shall be to preserve Oakwood Cemetery, both

                              esthetically and historically, for future generations, by providing marker restoration, cemetery

                              improvements, and research and documentation on individuals buried therein.

 

ARTICLE III

 Members

 

                              Section 1. Active Member. The membership of Oakwood Committee shall consist of volunteers

                                    dedicated to the preservation of Oakwood Cemetery. The active membership shall not

                                    exceed twenty (20) individuals who are willing to adhere to these bylaws and work together

                                    for the preservation of the cemetery.

                              Section 2. City of Tyler Involvement. There will be at least one representative of the City of

                                    Tyler who is an active member of the Oakwood Committee, typically the Tyler City

                                    Cemeterian. This city representative will serve as a liaison between the Oakwood Committee

                                    and the city, and may hold an office, if so voted by the Oakwood Committee.

                              Section 3. Prospective Members. Prospective members shall attend a minimum of three (3)

                                    consecutive monthly meetings before applying for active membership. To become an

                                    active member, after meeting the required attendance and provided the maximum number

                                    of active members cited in Article III – Section 1 is not exceeded and prior notice has been

                                    given to Oakwood Committee members, the prospective member can be nominated and

                                    seconded by two or more active members and approved by a two-thirds (2/3) vote of

                                    members present and voting.

                              Section 4. Inactive Members. Active members who wish to become inactive, may do so by

                                    making such a request to the Oakwood Committee Chairman (herein known as the

                                    Chairman), who may grant inactive status. Inactive members requesting a return to active

                                    status must make a formal request to the Chairman and will be reinstated to active

                                    membership as long as the maximum number of active members will not be exceeded and

                                    there are no objections. In the event of an objection, the inactive member can be reinstated

                                    in the manner prescribed in Section 3 for the election of prospective members.

                              Section 5: Dues. No annual dues are assessed for active or inactive members of the Oakwood

                                    Committee.

 

 ARTICLE IV

Officers

 

                               Section 1. Elected Officers. The elected officers of the Oakwood Committee shall be the

                                    chairman, vice chairman, recording secretary, and treasurer. These officers shall perform

                                    the duties prescribed by these bylaws and by the parliamentary authority adopted by the

                                    Oakwood Committee, along with other duties as assigned.

                              Section 2. Appointed Officers. The appointed officer of the Oakwood Committee shall be a

                                    parliamentarian. The Chairman shall appoint the parliamentarian with the approval of the

                                    Executive Board. The parliamentarian shall have all the rights and privileges other Oakwood

                                    Committee members have and shall not be restricted to an advisory role only. The

                                    parliamentarian shall monitor and review these bylaws for any additions or deletions or

                                    membership submitted amendments for compliance with these bylaws and Robert’s Rules of Order

                                    Newly Revised, Current Edition (RONR). These amendments shall be presented to the membership in

                                    compliance with Article X, Amendment.

                              Section 3. Nominating Committee. In even numbered years, the Executive Board shall put

                                    forth a slate of proposed officers to be nominated at the August monthly meeting.

                                    Section 4. Elections. The officers shall be nominated and elected at the August monthly

                                    meeting held in the even numbered years. Nominations will be accepted from the floor.

                                    The Executive Board shall provide ballots and all officers shall be elected by ballot to serve

                                    for two (2) years or until their successors are elected. In the event there is one nominee for

                                    any office, the vote for that office may be by voice vote or by acclamation. Their term of

                                    office shall begin at the close of the monthly meeting where elected.

                              Section 5. Office Vacancies. A vacancy in any office other than Chairman shall be filled by the

                                    chairman with the approval of the Executive Board. A vacancy in the Chairman’s office shall

                                    be filled by the Vice Chairman with the approval of the Executive Board. Alternatively, a

                                    special election may be called to fill office vacancies.

 

ARTICLE V

 Meetings

 

                               Section 1. Monthly Meetings. The regular monthly meetings of the Oakwood Committee shall

                                    be held on the second Tuesday of each month, unless otherwise ordered by the Chairman,

                                    Oakwood Committee members, or the Executive Board.

                              Section 2. Special Called Meeting. A Special Called Meeting may be called by the Chairman, the

                                    Executive Board or three (3) Oakwood Committee members in the case of emergencies or

                                    items requiring immediate attention. The time and place will be determined by the

                                    Chairman. All items to be discussed must be listed in the meeting call. Any items not listed

                                    in said meeting call may not be discussed.

                              Section 3. Quorum. A quorum for regular monthly meetings or special called meetings shall be

                                    eight (8) members or sixty (60) percent of the active members, whichever is lower, with at

                                    least two (2) of those present being members of the Executive Board. A quorum is required

                                    to conduct the following business at any monthly or special called meetings:

                                    a. Amending these bylaws

                                    b. Electing new members

                                    c. Electing new officers

                                    d. Approving an annual budget

                                    e. Approving the annual treasurer’s report and associated Financial Review Committee

                                        report

                                    f. Authorizing non-budgeted expenditures in excess of one hundred dollars ($100.00)

 

ARTICLE VI

 Executive Board

 

                               Section 1. Membership. There shall be five (5) members composing the Executive Board. The

                                    four elected officers and one City of Tyler official or at least one (1) elected member-at-large

                                    shall constitute the Board. The Executive Board parliamentarian shall serve in an

                                    advisory capacity and is not allowed to make motions, debate, and vote.

                              Section 2. In addition to the authority and powers granted to the Executive Board by other

                                    sections of these bylaws, additional Executive Boards duties and powers shall be the

                                    following:

                                    a. Shall prepare and submit for the Oakwood Committee’s approval an Annual Budget that

                                        outlines current funds, expected revenues, approved expenditures, expected

                                        expenditures and an estimate of available surplus funds. The Annual Budget shall follow

                                        the City of Tyler’s fiscal year of October 1 through September 30.

                                    b. The authority to approve individual expenditures of one hundred dollars ($100.00) or

                                        less provided there are un-budgeted funds available.

                                    c. The power to discipline or remove members from the Oakwood Committee for cause.

                                        In the event the Executive Board takes disciplinary action against an Oakwood

                                        Committee member, they will follow the guidelines as defined in RONR.

                              Section 3. A quorum shall be three (3) members of the Executive Board.

                              Section 4. The Executive Board shall meet as needed.

 

ARTICLE VII

 Committees

 

                               Section 1. The Standing Committees shall be the following:

                                    a. The Spirits of Oakwood Committee. The Vice Chairman will also chair of the Spirits of

                                         Oakwood Standing Committee. This committee’s primary purpose shall be to plan and

                                         execute the annual Spirits of Oakwood event. Other duties shall be, but not limited to,

                                         the following:

                                         1) Appointing Spirits of Oakwood Committee members, various task coordinators and

                                             enlisting additional Oakwood Committee members and other volunteers as needed

                                             to achieve the Spirits of Oakwood Committee’s overall goals and objectives

                                         2) Annually conducting an entertaining event that increases community awareness of

                                             Oakwood Cemetery

                                         3) Raising funds, through ticket and merchandise sales, that are used to advance the

                                             Oakwood Committee’s mission.

                                         4) Providing a report of the event at the next Oakwood Committee monthly meeting

                                             following that event.

                                   b.  Financial Review Committee.  The Financial Review Committee shall have three (3)

                                        members appointed by the Chairman with the approval of the Executive Board. The

                                        committee shall review the treasurer’s accounts and an annual fiscal year report in

                                        October of each year. The Financial Review Committee will subsequently report its

                                        findings at the November Oakwood Committee Monthly Meeting and either submit the

                                        treasurer’s annual report for approval or issue its own report citing any irregularities

                                        found during its review.

                              Section 2. Special Committees. Special Committees needed to carry out the work of the

                                    Oakwood Committee shall be created as needed by either the Chairman, Executive Board or

                                    the Oakwood Committee members. Members shall be appointed by the Chairman with the

                                    approval of the Executive Board.

  

ARTICLE VIII

 Electronic Meeting

 

                              Section 1. Membership Meetings. Electronic meetings via telephone or email may be held

                                    between monthly meetings to poll members about questions that require an immediate

                                    opinion.

                              Section 2. Meetings of the Executive Board shall be held in person except when either the

                                    Chairman or Vice Chairman has obtained consent for an electronic meeting from every

                                    Board member. With such consent, the Executive Board can take actions and make

                                    decisions as defined in Article VI, Executive Board, Section 2.

                              Section 3. Telephone or email meetings of the active membership or Executive Board shall be

                                    subject to all rules adopted by the same to govern such meetings. Any such rules adopted

                                    by the Board shall supersede any conflicting rules in the parliamentary authority.

   

ARTICLE IX

 Dissolution

 

                              Section 1. The dissolution of the Oakwood Cemetery Restoration Committee shall occur if two-thirds

                                    (2/3) of all active members vote to dissolve it.

                              Section 2. Should the Oakwood Committee be dissolved, all funds will remain in the City of

                                    Tyler Maintenance / Oakwood Cemetery Restoration Donation Account #216-0458-453.08-47

                                    administered by the City of Tyler Cemeterian and be designated for the repair of

                                    monuments and cemetery improvements at Oakwood Cemetery until such time that these

                                    funds are depleted. In addition to any remaining unsold merchandise, all Oakwood

                                    Committee files, and records (excluding personal property and copies) held by members

                                    shall also be turned over to the City of Tyler Cemeterian.

  

ARTICLE X

 Parliamentary Authority

  

                             The rules contained in the current edition of Robert’s Rules of Order Newly Revised, Current

                             Edition shall govern the Oakwood Committee in all cases in which they are applicable and in

                             which they are not inconsistent with these bylaws and any special rules of order the Oakwood

                             Committee may adopted.

ARTICLE XI

Amendment

 

                             These bylaws may be amended at any regular business meeting of the Oakwood Committee by

                             a two-thirds (2/3) vote of members present and voting, provided a quorum is present and the

                             amendment has been submitted in writing to all members ten (10) days prior to the previous

                             regular business meeting.

 

 

                                                                                                                                    Adopted September 12, 2017