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Potomac Legion Bylaws
Adopted November 3, 2007
  1. Article
    1. Name: The name of this organization shall be The Potomac Legion, here-after referred to as the Legion.
    2. Purpose: The purpose of the Legion is to educate and its members and the general public about the life and times of the United States soldier of the American Civil War. This is done through reenactments, demonstrations, interpretive programs, lectures, exhibits, and other appropriate means.
    3. Voluntary Service: The Legion is a volunteer non profit association of recreated Civil War military units. Neither administrative or military officers, nor ordinary members shall receive payment for service in the organization
  2. Article
    1. Authority and Power of the General Membership: The will and authority of the general membership of the Legion shall be invested in the representatives of each member unit, in meeting assembled. These representatives shall consist of two (2) individuals appointed by each member unit in such manner as they see fit.
    2. Administrative Officers: The Administrative Officers of the Legion shall be elected annually by a majority vote of the unit representatives in meeting assembled. These officers shall make up the Board of Directors, and shall consist of the following:
      1. President: To preside at all Legion meeting, and supervise the daily administration of the Legion.
      2. Vice President: To assist the president in the daily administration of the Legion. He will also serve an insurance coordinator for the Legion. In the absence of the President he will preside at Legion meetings.
      3. Secretary/Treasurer: To keep accurate minutes of all Legion meetings. Oversee all Legion finance and keep accurate records of the same. Ensures communications between Legion member units and the Board of Directors.
      4. At large member #1: To assist in the administration of the Legion as determined.
      5. At large member #2: To assist in the administration of the Legion as determined.
    3. Nominations: Nominations for members of the Board of Directors may be made up to two weeks prior to the Annual Business meeting. Upon nominations being closed, the list of nominated individuals shall be communicated to Legion member units.
    4. Term Limits: There shall be a term limit of three (3) one year terms for each member of the Board of Directors.
    5. Unit Affiliation of Directors: No member unit of the Legion shall have more that two (2) of its members serving on the Board of Directors at any one time.
    6. Removal or Replacement of Officers: A member of the Board of Directors may be removed from office prior to the completion of their term if, in the unanimous  opinion of the remaining directors:
      1. Failed to discharge the duties of their office.
      2. Exhibited conduct unbecoming their office.
      3. Are incapacitated by illness.
    7.  Vacancies that occur by removal or resignation can be filled by individuals appointed by the Board. Legion member units will be notified of any such action within 30 days.
    8. Military Commander: The Military Commander of the Legion shall be appointed as follows:
      1. The Military Commander of the Legion shall be appointed on a by event basis by the Board of Directors, with the dates of command responsibility to be specified.
      2. Upon appointment, the Military Commander will select subordinate officers and non commissioned officers, whose names will be submitted to the Board of Directors for approval.
      3. If a Legion event is sponsored by a Legion member unit, that unit shall be consulted in the fullest possible manner on the appointment of the Military Commander for the Legion members participating.
    9. Meetings: There shall be three (3) types of meetings:
      1. Annual Business Meeting: This will take place during the fall of each year, at a date and place selected by the Board of Directors, convenient to the majority of member units. It will be attended by the Board as well as representatives from each member unit. Each member unit, through its representatives, shall receive one vote.
      2. General Membership Meeting: There will be at least one (1) General Membership Meeting to be held at a Legion event, selected by the Board. It shall open to the rank and file of all Legion member units. For purposes of voting, a rule of one person one vote shall apply.
      3. Board of Directors Meeting: These shall take place in person or by telephone at such time(s) as deemed necessary by the President. A rule of one person one vote shall apply for these meetings.
    10. Voting: Unless otherwise specified, a simple majority vote will carry a motion at any Legion meeting.
    11. Proxy Votes: Unit Representatives or Legion Directors unable to attend a Business or Board meeting, may send in a written proxy, indicating their vote on an issue in question, and/or assigning it to another person.
    12. Secret Ballot: A secret ballot may be requested by any participant in a Legion meeting, prior to the question being called for a vote.
    13. Minutes: Minutes of each meeting will kept by the Secretary-Treasurer or another Board member so designated. These minutes will be published and provided to each member unit, within thirty (30) days of the meeting they cover.
  3. Article
    1. Membership: Membership in the Legion is open to any unit that recreates the United States soldier during the period 1861-1865. Units applying for membership in the Legion must complete the following:
      1. Submit a letter of intent, endorsing the Legion bylaws, authenticity requirements, and safety guidelines.
      2. Submit a roster containing the names of 12 individuals who are not already members of another Legion unit.
      3. Pay within 60 days, any assessment for Legion insurance and/or expenses as indicated by the Board of Directors.
    2. Probationary Status: Upon meeting the requirements in section 1, units applying for membership in the Legion, shall be granted probationary status by a simple majority vote. This probationary status shall continue until the next Annual Business Meeting.
    3. Elevation to full membership: Elevation of a probationary unit to full membership status in the Legion shall require a 2/3rds vote of the unit representatives at the annual business meeting. If not approved for full membership status, the probationary unit is to be informed of any reasons for the disapproval, and given the option to extend or terminate their probationary status.
    4. Suspension or Expulsion of Member Units: Any unit that, in the view of the majority of the Board of Directors, has failed to fulfill the requirements of membership in the Legion, can be suspended or expelled by the 2/3rd vote of the unit representatives in meeting assembled.
    5. Causes for Suspension or Expulsion: Membership in the Legion can be suspended or revoked for the following reasons:
      1. Gross or repeated safety violations.
      2. Illegal drug or alcohol possession/use.
      3. Any criminal act punishable by law.
      4. Disruptive or inappropriate behavior at a Legion event.
      5. Failure to support any Legion activities in a 365 day period.
      6. Any activity, which in the view of 23rds of the Board of Directors is inappropriate and unbecoming membership in the Legion.
  4. Article
    1. Insurance: All member units of the Legion shall be required to maintain their own medical and liability insurance, or in lieu of subscribe to the Legion group insurance policy.
    2. Individual Unit Insurance: If a member unit maintains its own insurance in lieu of subscribing to the Legion insurance, it is required to submit to the Board, on an annual basis, a copy of its certificate of insurance.
  5. Article
    1. Assessments: All Legion member units will be assessed on an annual basis for an appropriate share of the cost relating to insurance and/or other Legion expenses. The due date for any assessment will be 30 days, or as otherwise indicated by the Board of Directors.
    2. Donations: All monetary donations received by the Legion will be handled by the Secretary-Treasurer and deposited in a bank account for the use of the Legion as a whole.
    3. Reimbursement of Expenses: Expenses incurred by any Legion member or unit relating to operations sanctioned by the Board of Directors, shall be reimbursed upon presentation of the appropriate receipts.
    4. Finical Statement: The Secretary-Treasurer will publish annually a Legion finical statement that will be distributed to all member units, no later than April 1. This statement will cover the previous calendar year. At other times, the Legion finical records will be available for inspection with ten (10) days notice.
  6. Article
    1. Amendments to the bylaws: Amendments to the Legion bylaws shall be debated and voted on at the annual business meeting.
    2. Publication of proposed amendments: Proposed amendments must be published and distributed to Legion member units at least 30 days in advance of the annual business meeting.
    3. Approval of Amendments: Approval of amendments to the Legion bylaws will be by a vote of at least 2/3rds of the representatives in attendance at an annual business meeting.
  7. Appendices
    1. Safety Standards
    2. Authenticity Standards
    3. Code of Conduct
    4. Military Structure
    5. Guest Policy
    6. Event Selection
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11/11/07