Constitution, bylaws, & taxes

Gulfport Historical Society 990 forms and fiscal information.

Find our IRS 990 forms here. Our fiscal year ends in April; we file by the end of July for the fiscal year, as required by the IRS. We present a balance sheet at our annual meeting.

Gulfport Historical Society Constitution

The Gulfport Historical Society adheres to the following constitution and bylaws. The membership approved changes to both documents at the April 19, 2019 annual meeting.

ARTICLE I – Name

Section 1 – The name of this organization shall be Gulfport Historical Society, Inc.

ARTICLE II – Objectives and Activities

Section 1 – General objectives of the Gulfport Historical Society shall be to preserve and celebrate Gulfport culture and history through exhibits and programs that educate and inspire the community and visiting public.

Section 2 – The activities of the Society shall be in accord with its objectives.  General activities shall include the following:

a. Operation of the Gulfport History Museum

b. Preservation of historic locations

c. Historical programming

ARTICLE III – Officers and board members

Section 1 – Officers shall be a president, a treasurer and a secretary.

Section 2 –  The duties of the officers are as follows: The president will preside over the meetings or appoint someone to do so in his or her absence. The secretary will create meeting agendas and take minutes of the meetings. The treasurer shall set fiscal policy and oversee financial operations of the society. These three officers form the executive committee. Between three and ten board members will serve alongside them. The executive committee may, in the event of a vacancy in between elections, appoint replacements for those board members. The executive committee and the board members form the board of directors.

Section 3 – Each officer shall serve for two years and may be re-elected.  

Section 4 – The bylaws will define the duties of the board.

ARTICLE IV – Elections

Section 1 – Starting in 2018, officers shall be elected every other April at a regular meeting with due announcement of 30 days. Members in good standing and present at the April meeting will elect the officers.

Section 2 – Starting in 2019, board members shall be elected every other April at a regular meeting with due announcement of 30 days. Members in good standing and present at the April meeting will elect the board members.

ARTICLE V – Meetings

Section 1 – The Gulfport Historical Society will meet at least once a year in April. Such time and place as shall be determined by the officers.

ARTICLE VI – Ratification and Amendments

Section  1 – This constitution must be ratified by a 2/3 vote of the Society membership present at a duly announced meeting.

Section 2 – Amendments may be made to this constitution with a 2/3 vote of the Society membership present at a duly announced meeting.

ARTICLE VII – Membership

Section 1 – The board will set criteria for membership.

ARTICLE VII – Bylaws

The board or its designee will create bylaws for membership approval.

Amended 2015; amended 041919

Gulfport Historical Society Bylaws (scroll to the end of this page to see the proposed changes; membership will vote to approve June 18 before the porch party)

ARTICLE I

Name

  1. The name of this corporation shall be Gulfport Historical Society, Inc.

ARTICLE II

Purpose   

The purpose of this corporation shall be:

  1. to collect, items of historical significance to the history of Gulfport, Florida and the surrounding area.
  2. to research, write and publish concerning Gulfport’s history.
  3. to curate a collection of items pertinent to Gulfport history.
  4. to cultivate interest in the preservation of buildings, sites and structures of historical or aesthetic significance and to take steps to prevent the destruction or defacement of any such building, site or structure for historical reasons, such purpose being totally implemented by charitable donations and not-for-profit.

ARTICLE III

Membership

  1. The Board of Directors will set criteria for membership that aligns with city policies.
  2. No officer or director of this not-for-profit corporation shall receive monetary compensation for work done for this corporation.

ARTICLE IV

Board of Directors

Duties of the Board of Directors shall be to:

  1. state at the beginning of each fiscal year the annual goals, establish a budget, define projects and plan a schedule of events.
  2. adopt a regular meeting time and location for at least four meetings during the year.
  3. spend funds authorized in the budget. No Officer or Director may spend more than $100.00 for unanticipated purposes without pre-authorization by the Board of Directors, except for the executive committee (please see Article V). Such action shall be reported at the next meeting of the Board of Directors.
  4. two–thirds of the Board of Directors present shall constitute a quorum.

ARTICLE V

Executive Committee

Duties of the Executive Committee shall be to:

  1. implement plans and carry out policies set by the Board of Directors and/or by the membership.
  2. spend funds authorized in the budget. It may not spend more than $500 for unanticipated purposes. Such action shall be reported at the next meeting of the Board of Directors. 
  3. two–thirds of the Executive Committee present shall constitute a quorum

ARTICLE VI

Fiscal Year

  1. The fiscal year of the Gulfport Historical Society, Inc. shall commence May 1 and continue through April 30.

Adopted:  12/12/1983; amended: 01/08/1987; amended: 07/31/1995; amended: 05/09/1996; amended: 01/09/1999; amended: 04/30/2016; amended: 04/19/2019

2021 Proposed Bylaws and Constitution Changes

BYLAWS OF GULFPORT HISTORICAL SOCIETY, INC.

As amended April 13, 2021
ARTICLE I
OFFICES and PURPOSE

The principal office of the corporation shall be located at 5301 28th Ave. S., Gulfport, Florida, 33707. The corporation may have such other offices, either within or without the State of Florida, as the board of directors may determine from time to time.
The purpose of this corporation shall be:

  1. to collect, items of historical significance to the history of Gulfport, Florida and the surrounding area.
  2. to research, write and publish concerning Gulfport’s history.
  3. to curate a collection of items pertinent to Gulfport history.
  4. to cultivate interest in the preservation of buildings, sites and structures of historical or aesthetic significance and to take steps to prevent the destruction or defacement of any such building, site or structure for historical reasons, such purpose being totally implemented by charitable donations and not-for-profit.

ARTICLE II
BOARD OF DIRECTORS

Section 1. General Powers. The affairs of the corporation shall be managed by its board of directors.
Section 2. Number, Tenure, Election and Qualifications. The board shall have a minimum of three (3) directors at any one time and may have up to eleven (11) directors. The number of directors may from time to time be specified in a resolution of the board of directors. The term of each director will be for two (2) years and they may be re-elected. At least two (2) directors will be elected during odd numbered years and at least one (1) director will be elected during even numbered years, with proportional increases as the number of Directors
increase. Directors must be a member of the corporation, at least eighteen years old, and do not need to be residents of the State of Florida.
Section 3. Annual Meetings; Regular Meetings. The board of directors shall meet at least annually. An official Board meeting requires advance written notice of thirty (30) days. Directors may attend, participate in and vote at a meeting in person or by other live electronic means including video conference or telephone.
Section 4. Special Meetings. Special meetings of the board of directors may be called by or at the request of the president or any two directors, and shall be held at the principal office of the corporation or at such other place as the directors may determine. Notice of any special meeting of the board of directors shall be given in writing at least two (2) days prior to the meeting. Directors may attend, participate in and vote at a meeting in person or by other live electronic means including video conference or telephone.
Section 5. Notice. All notices, unless otherwise described herein, shall be in writing. Written notice shall be delivered personally, or delivered via electronic mail, or sent by mail to each director at his or her address as shown by the records of the corporation. If mailed, such notice shall be deemed to be delivered when deposited in the United States mail in a sealed envelope so addressed, with postage thereon prepaid. Any director may waive notice of any meeting. The attendance of a director at any meeting shall constitute a waiver of notice of such meeting, except where a director attends a meeting for the express purpose of objecting to the transaction of any business the meeting is not lawfully called or convened. The business to be transacted at the meeting need not be specified in the notice or waiver of notice of such meeting, unless specifically required by law or by these Bylaws.
Section 6. Quorum. A majority of the board of directors shall constitute a quorum for the transaction of business at any meeting of the board, but if less than a majority of the directors is present at any meeting, a majority of the remaining directors may adjourn the meeting from time to time without further notice.
Section 7. Board Decisions. The act of a majority of the directors’ present at a meeting at which a quorum is present shall be the act of the board of directors, unless the act of a greater number is required by law or by these Bylaws.
Section 8. Vacancies. Any vacancy occurring in the board of directors and any directorship to be filled by reason of an increase in the number of directors, shall be filled by the board of directors. A director appointed to fill a vacancy shall serve for the unexpired term of his or her predecessor in office.
Section 9. Compensation. Directors shall not receive compensation for their services. Nothing herein contained shall be construed to preclude any director from serving the corporation in any other capacity and receiving
compensation therefor.
Section 10. Indemnification. The corporation shall indemnify any officer or director, or any former officer or director to the full extent permitted by law.
Section 11. Proxy Voting. Voting may be done by signed proxy, including via electronic means.

ARTICLE III
MEMBERS

Section 1. Membership and Levels. This corporation shall have members. The Board of Directors will set criteria for membership and any levels that aligns with city policies. Any person, family, club, or business interested in the purposes of the SOCIETY, and who agrees to support those purposes is eligible for membership, without
discrimination for any reason.
Section 2. Voting. Each member in good standing is allowed one vote. Members must be in attendance at a meeting in order to vote unless the board of directors direct otherwise. For memberships other than an Individual Membership, the number of votes allowed will be determined by a resolution of the Board of Directors. The board of directors will determine and publish the standards for members to be in good standing.
Section 3. Annual Meeting. A meeting of members shall be held each year for the election of directors and for the transaction of any other business that may come before the meeting. The time and place of the meeting shall be designated by the board of directors, and at least thirty (30) day notice will be given to the members.
Section 4. Special Meeting. Special meetings of the members, for any purpose or purposes, shall be held when directed by the Board of Directors and when at least thirty (30) day notice is given to the members.
Section 5. Communication. The primary method of communication to the Members of the Gulfport Historical Society shall be via electronic mail or other such digital means; a resolution of the Board of Directors may add other acceptable methods of communication. The posting of a meeting notice on the front page of the official website of the Gulfport Historical Society shall satisfy the notice requirement to the members as long as such notice is also sent to the members via electronic mail and such notice is posted timely. The corporation
may, from time to time, send communications to the members via the United States Postal Service or other delivery carrier.

ARTICLE IV
OFFICERS

Section 1. Officers. The corporation may have officers, which would include a president, one or more vice-presidents (the number thereof to be determined by the board of directors), a secretary, a treasurer and such other officers as may be elected in accordance with the provisions of this article. The board of directors may elect or appoint such other officers, including a chair, a vice-chair, one or more assistant secretaries and one or more assistant treasures, as it shall deem desirable, such officers to have the authority and perform the duties prescribed, from time to time, by the board of directors. Any two or more offices may be held by the same person.
Section 2. Election and Term of Office. The officers of the corporation shall be elected annually during a meeting of the board of directors. If the election of officers is not held at such meeting, such election shall be held as soon thereafter as is convenient. New offices may be created and filled at any meeting of the board of directors. Each officer shall hold office until his successor has been duly elected and qualifies.
Section 3. Removal. Any officer elected or appointed by the board of directors may be removed by the board of director whenever in its judgment the best interests of the corporation would be served thereby, but such removal shall be without prejudice to the contract rights, if any, of the officer so removed.
Section 4. Vacancies. A vacancy in any office because of death, resignation, removal, disqualification, or otherwise, may be filled by the board of directors for the unexpired portion of the term.

Section 5. Powers and Duties. The several officers shall have such powers and shall perform such duties as may from time to time be specified in resolutions or other directives of the board of directors. In the absence of such specifications, each officer shall have the powers and authority and shall perform and discharge the duties of officers of the same title serving in nonprofit corporations having the same or similar general purposes and objectives as this corporation.

ARTICLE V
COMMITTEES

Section 1. Committees of Directors. The board of directors, by resolution adopted by a majority of the directors in office, may designate one or more committees, including, but not limited to, an executive committee, each of which shall consist of two or more directors, which committees, to the extent provided in such resolution, shall have and exercise the authority of the board of directors in the management of the corporation; but the designation of such committees and the delegation thereto of authority shall not operate to relieve the board of
directors, or any individual director, of any responsibility imposed on it or him by law.
Section 2. Other Committees. Other committees, such as a membership committee or a fund-raising committee, not having and exercising the authority of the board of directors in the management of the corporation may be designated by a Director serving as chair of said committee. Except as otherwise provided in such resolution, members of each such committee shall be members of the corporation, and the chair of the committee shall appoint the members thereof. Any member thereof may be removed by the person or persons authorized to appoint such member whenever in their judgment the best interests of the corporation shall be served by such removal.

ARTICLE VI

EXECUTIVE DIRECTOR AND STAFF

Section 1. Executive Director. Should an executive director be hired for the organization, said executive director shall be hired by the board of directors.
Section 2. Staff. The executive director shall present qualified individuals for any designated staff positions to the board of directors for approval.
Section 3. Duties. The executive director is responsible for carrying out the day-to-day business of the corporation and advancing the corporation’s goals and policies. The executive director will attend all board meetings, report on the progress of the organization, answer questions of the board members and carry
out the duties described herein. The board can designate other duties as necessary.

ARTICLE VII

CONTRACTS, CHECKS, DEPOSITS, AND FUNDS
Section 1. Contracts. The board of directors may authorize any officer or officers, agent or agents of the corporation, in addition to the officers so authorized by these Bylaws, to enter into any contract or execute and deliver any instrument in the name of and on behalf of the corporation, and such authority may be general or may be confined to specific instances.
Section 2. Checks, Drafts, or Orders. All checks, drafts, or orders for the payment of money, notes, or other evidences of indebtedness issued in the name of the corporation, shall be signed by such officer or officers, agent or agents of the corporation, and in such manner as shall from time to time be determined by resolution of the board of directors. In the absence of such determination by the board of directors, such instruments shall be signed by the treasurer or an assistant treasurer and countersigned by the president or a vice-
president of the corporation.

Section 3. Deposits. All funds of the corporation shall be deposited from time to time to the credit of the corporation in such banks, savings and loan associations, or other depositaries as the board of directors may select.

Section 4. Gifts. The board of directors may accept on behalf of the corporation any contribution, gift, bequest, or devise for any purpose of the corporation.

ARTICLE VIII
BOOKS AND RECORDS

The corporation shall keep correct and complete books and records of
account and shall also keep minutes of the proceedings of its board of directors,
committees having and exercising any of the authority of the board of directors,
and such other records as shall be necessary to operate the corporation. All
books and records of the corporation may be inspected by any officer or director,
or by his or agent or attorney for any proper purpose at any reasonable time.

ARTICLE IX
FISCAL YEAR

The fiscal year of the corporation shall commence on May 1 and continue
through April 30.

ARTICLE X
PERSONAL LIABILITY

Section 1. Insurance. The board is authorized to provide liability
insurance for members of the board and officers, employees, and agents of the
corporation to protect them from financial loss for their actions in carrying out all
legal and legitimate business of the corporation.
Section 2. Reimbursement. The board is authorized to pay out of
corporation funds for the defense of any director, officer, employee, or agent in
cases in which they are individually or collectively subject to litigation to protect
all such individuals from financial loss for their actions in the course of carrying
out all legal and legitimate business of the corporation. The board is further
authorized to pay out of corporation funds for all of the aforementioned
individuals in this article for actual costs of judgments accruing to these
individuals as a result of their actions in carrying out all legal and legitimate
business of the corporation.

ARTICLE XI
WAIVER OF NOTICE

Whenever any notice is required to be given under the provisions of Florida
Statutes Chapter 617 or under the provisions of the Articles of Incorporation or
the Bylaws of the corporation, a waiver thereof in writing signed by the person orpersons entitled to such notice, whether before or after the time stated therein,
shall be deemed equivalent to the giving of such notice.
ARTICLE XII
AMENDMENT OF BYLAWS

These Bylaws may be altered, amended, or repealed by the affirmative vote of two-thirds (2/3) of a quorum of the directors, or, by the written consent thereto by two-thirds (2/3) of a quorum of the directors. Such amendments will be presented to the members and are subject to approval by two-thirds (2/3) of a quorum of the members at a duly noticed meeting.