Leadership

CRUMBLY-CALDWELL COLLECTION (CCC) BOARD BYLAWS

* Purpose: To preserve, build, and share Crumbly-Caldwell heritage: (1) By Quarterly Scheduled Meetings on the Second Sunday of the first month of each quarter at 6 P.M. EST unless otherwise informed  by the Recording Secretary and Registrar (2) By Called Meetings informed by the Recording Secretary and Registrar to receive family member and registered Committee findings.

*Membership: Open to all members of the two family lines by birth, adoption, or marriage.  

* Officers: Chairs, Crumbly and Caldwell lines and their Assistants; Recording Secretary and Assistant, Corresponding Secretary and Assistant, Treasurer and Assistants,  Registrar and Assistant, Archivists.

* Terms of Office: 2 calendar years, Jan-Dec.

* Meeting Preparation: Follow an agenda distributed by the Recording Secretary to Officers at least one week before Scheduled Quarterly meetings and 24 hours prior to Called Meetings. These meeting notices are supplemented with emailed notices by the Registrar and on the family website.

* Attendance: Regularly by family conference call: 605-475-4000, Code 720132# or as otherwise required for Scheduled Quarterly Meetings and Called Meetings. One Chair in each family line and/or their Assistants, Recording Secretary and/or Assistant, Corresponding Secretary and/or Assistant, Treasurer and/or Assistant, and the Registrar and/or Assistant, Archivist and or designee, plus Registered Standing Board members.

* Voting: A majority:  Officers, present or with absentee vote registered with the Recording Secretary, by text, a vote on an Agenda item at least five (5) days prior to Scheduled Meetings and at least 5 hours prior to Called Meetings. Standing Board members present--no absentee vote.

* Bylaw Amendments: By majority vote of the Board in session,

BOARD CHAIR

• CCC Board Chair: The Crumbly Line

• CCC Board Chair: The Caldwell Line

1.  The Crumbly Line Chair has the permanent assignment to chair Scheduled and Called meetings and to get the Agenda to the Recording Secretary in a timely manner. In the Chair's absence, the Assistant Chair appointed by the Chair for that duty and registered with the Board via the Recording Secretary for the current 2-year term can preside.

2.  Both Chairs are points of contact for their family line to receive issues, suggestions, and questions to bring to the board for members of their respective family line, directly or through their Assistants for Administration and Communication.

3. All Chairs are expected to submit their $50 per household to the Crumbly-Caldwell Collection preferably by January 31 of each year and to support family projects. We also hope that Chairs encourage all family members to do likewise.

4. All 4 Chairs post with the Registrar and also on the Family Website, their preferred contact information and a head and shoulders photo in business/business casual or dress clothes for the Web site.

Term of office: 2 Calendar years. For the small CCC Board, all Chairs and Assistants in both family lines are needed for their insights on issues presented to the board. The nonattending Chairs and Assistants can register for any meeting with the Recording Secretary their opinions and votes on agenda items distributed by the Recording Secretary up to 48 hours prior to the meeting.

HEAD TREASURER

• Establish a bank account also accessible by all Assistants. 

• Get the signature of the Treasurer representing the other Line for payments over $100.00.

• Assign and report the ongoing duties of Assistants.

• Establish a Drop Box or other means of exchanging documents with assigned Assistants.

• Send a financial report directly to all officers at least one week before Scheduled Board meetings and as requested by the Chair for Called Meetings. 

• Advise on Board financial matters.

• Other as agreed upon in Board session.

Term of office: 2 Calendar years.

RECORDING SECRETARY

• Registers attendance and absence by Roll Call at every meeting. Reports absentee voters and reports those votes when votes are taken.

• Records meeting minutes. Sends to the presiding Chair for review. When cleared by the presiding Chair, sends minutes to meeting attendees and to the Registrar for emailing to the wider family. Posts the minutes where determined by the Board in session.

• Files Minutes by paper and, if desired, electronically for future reference by inquiring family members, etc.

Term of office: 2 Calendar Years.

CORRESPONDING SECRETARY

• Receives and transmits meeting agendas received from the presiding Chair to officers and registered At-Large Board Members within 5 days of Scheduled Quarterly Meetings and, if possible, 5 hours before Called Meetings  -- unless the Chair directs that the item(s) will be given at the Called Meeting.

• Other as agreed upon in Board session.

• Term of office: 2 Calendar years.

REGISTRAR

• Assures maintenance and updating of the spreadsheet of contact information received from family members. Chooses and registers an Assistant if desired.

• Uses the contact information to distribute Family Reunion news, flyers, registrations, etc., as well as births, deaths, and other  family events after approval by the Board.

• Uses the contact information to distribute  Meeting Agendas or other notices of Scheduled Quarterly Meetings and Called Meetings received from the Recording Secretary.

• Refers to the Board via the Recording Secretary individual family requests for distribution of information about personal events, etc. 

Term of office: 2 Calendar years.

 ARCHIVISTS

• Maintains and protects Crumbly-Caldwell Collection items assigned to their keeping.

• Clears with the Board requests for exhibiting any Collection items.

• Submits to the Board approval for needed, non-routine maintenance of items and payments to be secured from the Treasury. Routine maintenance may be prepared and reimbursement submitted directly to the Treasure for expenses not exceeding $100.

AT-LARGE BOARD MEMBER

Correction Jan. 19, 2026:  From "Standing" Board Member to "At-Large" Board Member

1.   "The importance of a member at large lies in their ability to offer a broad perspective and diverse insights to the board. They bring a wealth of knowledge, experience, and skills from various backgrounds, which can enrich discussions, enhance decision-making processes, and ensure the board considers a wide range of viewpoints" (onboardmeetings.com).  "They contribute to quorum and participate in board meetings as full voting members" (boardable.com).

2. WHO: Any family member by birth, adoption, or marriage who is registered with the Recording Secretary for this position.

3. ATTENDANCE: Does not miss consecutive, quarterly Scheduled Board Meetings. Stays on task with the meeting Agenda.

4. PARTICIPATION: Can accept or volunteer and must register for Committee Assignments and Events.

5. VOTING: Must be registered by the Recording Secretary as present for the discussion and votes by name. No absentee voting for this position.

6. TERM OF OFFICE: In each Calendar year, must again register with the Recording Secretary, updating their contact information and any continuing committee memberships  

                                                                        COMMITTEES

     Committees must be approved by the Board in session.  Members of Committees may be Standing Board Members or participating solely for the concerns of the Committee, for the life of the specific Committee as registered with the Board and approved by vote to serve interests of the Board.  

CrumblyCaldwellHeritage@yahoo.com