Bylaws

The Bylaws of the Pilgrim Edward Doty Society govern the organization's purpose, membership, board structure, meetings, and amendment process. The full text follows — the August 15, 2026 edition, adopted by the membership on September 12, 2026.

Bylaws of the Pilgrim Edward Doty Society

Article I: Name, Tax Status, and Office

Section 1. Name — The name of the Society shall be Pilgrim Edward Doty Society. The Society may also be referred to as “PEDS.”

Section 2. Tax Status — The Society is a qualified non-taxable organization under Section 501(c)(3) of the Internal Revenue Code as amended.

Section 3. Office — There shall be no national office of the Society. The official mailing address of the Society shall be that of the current Secretary/Treasurer. The Society shall maintain official electronic communication channels, including email addresses and a website, for conducting its business and communicating with members. The Board of Trustees may designate and update such communication channels as needed. The Society may utilize role-based or group email addresses to facilitate communication among officers, trustees, and members.

Article II: Objectives

a. To perpetuate the memory of Edward Doty, passenger on the Mayflower and signer of the Mayflower Compact. b. To encourage continued research into the origins of Pilgrim Edward Doty. c. To encourage continued research into the descendants of Edward Doty through all generations. d. To assist descendants of Edward Doty in documenting lineage and, where applicable, in acquiring acceptable proof of eligibility for membership in the General Society of Mayflower Descendants, and to encourage such membership.

Article III: Membership

Section 1. Qualification — Membership in the Society is open to individuals who are descendants of Edward Doty, passenger on the Mayflower, as well as to individuals who have an interest in Edward Doty and his descendants and wish to support the purposes of the Society. Descendants of Edward Doty who become society members have the benefit of having their lineage checked by the society historian and added to the Edward Doty tree maintained on the website and on Ancestry.

Section 2. Classes of Membership — The Society has four (4) classes of membership: General Membership: General Members shall pay annual dues in an amount established by the Board of Trustees. General Members in good standing shall have voting rights on matters presented to the membership. Junior Membership: Junior Membership is available to individuals under the age of eighteen (18) upon payment of a one-time dues amount established by the Board of Trustees. Junior Members shall not have voting rights. Junior Membership shall terminate upon the member reaching the age of eighteen (18), at which time the individual may convert to General Membership upon payment of the applicable annual dues established by the Board of Trustees. Student Membership: Student Membership is available to individuals enrolled full-time at a university or community college, subject to verification of enrollment. Student Members shall not be required to pay dues. As a condition of membership, Student Members may be asked to support the mission of the Society through participation in research or related activities, as coordinated by the Historian. Lifetime Membership: Lifetime Membership may be obtained through a one-time dues payment established by the Board of Trustees. Lifetime Members shall have the same rights and privileges as General Members and shall not be subject to annual dues.

Section 3. Honorary Membership and Recognition — The Board of Trustees may grant Honorary Membership or other forms of recognition to individuals who have rendered distinguished service to the Society or who have made significant contributions to the study or preservation of the history of Edward Doty and his descendants. Honorary Members shall not be required to pay dues and shall not have voting rights unless they otherwise qualify for membership under these Bylaws.

Section 4. Dues and Fees — The amount of dues and any applicable fees for all classes of membership and services of the Society shall be established by the Board of Trustees.

Section 5. Printed Correspondence — Members who wish to receive printed correspondence, including newsletters, may be required to pay an additional annual fee established by the Board of Trustees.

Section 6. Members in Good Standing — Members shall be considered in good standing if all required dues and fees are current according to the records of the Society. Only members in good standing shall be entitled to vote or hold office in the Society. The Membership Chair shall maintain the official roster of members and their standing with the Society.

Section 7. Suspension or Removal of Members — Membership in the Society may be suspended or terminated for cause by a majority vote of the Board of Trustees. Cause may include, but is not limited to, conduct contrary to the purposes of the Society or actions that may harm the Society or its reputation. Before suspension or removal, the member shall be given notice of the proposed action and a reasonable opportunity to respond to the Board of Trustees.

Article IV: Meetings of the Membership

Section 1. Triennial Meeting and Notice — A meeting of the members shall be held every three years, called the Triennial Meeting, typically in Plymouth, Massachusetts, or another city designated by the Board of Trustees. Notice shall be published via newsletter, website, and social media platforms as early as reasonably possible.

Section 2. Quorum and Action — A quorum shall consist of ten (10) Members in good standing present and entitled to vote. Unless otherwise specified in these Bylaws, all matters brought before the membership shall be decided by a majority vote of the members present and voting at a duly called meeting at which a quorum is established.

Article V: Board of Trustees

Section 1. Powers and Duties — The affairs of the Society shall be governed by a Board of Trustees (“Board”). Trustees shall perform their duties in good faith and in a manner reasonably believed to be in the best interests of the Society. Without limiting the generality of the foregoing, the Board shall have the power to: • • • •

Amend or repeal the Bylaws. Establish and oversee programs of the Society. Set dues and fees. Approve any expenditure exceeding an amount established by the Board of Trustees prior to commitment or payment to ensure proper financial oversight and fiduciary responsibility.

Section 2. Number, Qualification, and Election — The Board of Trustees shall consist of up to seven (7) elected Trustees serving in the following offices: Governor, Deputy Governor, Secretary/Treasurer, Historian, Webmaster, Membership Chair, and Newsletter Editor. A Trustee may serve in more than one office as provided in Article IX. Trustees shall be elected by the membership at the Triennial Meeting to the office for which they have been nominated.

The Board of Trustees may appoint additional officers to serve in advisory or support roles as needed (Appointed Officers). Appointed Officers shall not be Trustees and shall not have voting rights.

Section 3. Term — Trustees shall serve three-year terms and may be re-elected. Trustees shall serve until their successors are elected and assume office.

Section 4. Resignation and Removal — A Trustee may be removed for cause by a two-thirds vote of the remaining Trustees. Before removal, the Trustee shall be given written notice of the proposed action and a reasonable opportunity to respond.

Section 5. Vacancies — Vacancies on the Board other than the office of Governor shall be filled by appointment of the Governor with approval by a majority vote of the Board of Trustees and shall serve until the next Triennial Meeting. A vacancy in the office of Governor shall be filled by the Deputy Governor, and the resulting vacancy in the office of Deputy Governor shall be filled in accordance with this Section.

Article VI: Officers and Duties

The officers of the Society shall consist of a Governor, Deputy Governor, Secretary/Treasurer, Historian, Membership Chair, Webmaster and Newsletter Editor. The Trustees of the Society shall serve as the primary officers listed above. The Board of Trustees may appoint additional officers to serve in advisory or support roles as needed. The following officers serve as Trustees of the Society, and their duties are as follows: Governor: Presides over meetings and presents a Governor's report at the Triennial Meeting. The Governor shall be responsible for planning events for and during the Triennial Meeting. The Governor shall provide timely notice to the membership and Trustees of all meetings, events and business matters. Deputy Governor: Acts in absence of the Governor. Secretary/Treasurer: The Secretary/Treasurer shall attend all meetings of the Board of Trustees, record and maintain accurate minutes, and distribute such minutes to the Board in a timely manner. The Secretary/Treasurer shall provide copies of minutes to members upon request in accordance

with these Bylaws, and shall be responsible for the financial administration of the Society as follows: • • • • • • •

Maintain custody of the Society’s funds and financial records. Reconcile all bank and financial accounts on a monthly basis, including activity from Stripe, PayPal, and any other payment processors used by the Society. Process disbursements as authorized by the Governor or Board of Trustees and maintain proper documentation for all payments. Track donations and issue IRS-compliant donation acknowledgments for contributions meeting applicable thresholds. Prepare or oversee preparation of the Society’s annual IRS Form 990 and any required state filings. Provide financial reports to the Governor and Board of Trustees and present a comprehensive financial report at the Triennial Meeting. Serve as liaison to outside accountants, tax preparers, auditors, or financial advisors, if engaged.

Authority and Limitations: The Secretary/Treasurer is authorized to perform day-to-day financial recordkeeping and reporting functions on behalf of the Society, consistent with policies approved by the Board of Trustees. The Treasurer shall not incur obligations, execute contracts, authorize expenditures, or make financial policy decisions except as expressly approved by the Governor or Board of Trustees. All financial authority not specifically delegated remains vested in the Board of Trustees. Historian: Conducts genealogical research and maintains genealogical records. Membership Chair: Manages membership requests, paperwork, member numbers, welcome packets, membership certificates signed by the Governor, and maintains the membership roster. Webmaster: Maintains the Society's website and domain name. Newsletter Editor: Prepares and distributes the Society’s newsletter and coordinates the collection and editing of newsletter content. Includes the newsletter in the archive on the website. The following officer(s) may be appointed by the Board of Trustees and do not serve as Trustees: Assistant Webmaster: Assists and backs up the Webmaster as needed.

Vacancies in Trustee offices shall be filled in accordance with Article V, Section 5. Vacancies in Appointed Officer positions may be filled by the Board of Trustees.

Article VII: Meetings of the Board

Section 1. Regular Meetings — The Board of Trustees shall meet in conjunction with the Triennial Meeting of the Society and may hold additional meetings as needed.

Section 2. Special Meetings — Special meetings of the Board of Trustees may be called by the Governor or by a majority of the Trustees as needed.

Section 3. Quorum and Voting Procedures — A quorum of the Board shall consist of a majority of the Trustees then in office. Unless otherwise stated in these Bylaws, all matters before the Board shall be decided by a majority vote of the Trustees present at a meeting where a quorum is established.

Section 4. Reports — Reports of the Society shall be presented at the Triennial Meeting as determined appropriate by the Board of Trustees. Minutes of Board meetings shall be maintained by the Secretary and approved by the Board of Trustees. Minutes and records of Board meetings shall be made available to the membership upon request, subject to reasonable limitations to protect confidential or sensitive information.

Section 5. Electronic Participation and Remote Voting — Voting procedures in this section apply only to actions of the Board of Trustees and do not replace or modify voting requirements applicable to the general membership under Article IV. Board meetings may be conducted by telephone, video conference, or other electronic means, provided that all participants can hear and communicate with one another. Participation by such means shall constitute presence in person. Board votes may also be conducted via electronic communication (such as email) if a clear motion is presented, all Trustees are given reasonable notice and opportunity to respond, and the Secretary documents the results in the official minutes.

Section 6. Electronic Communications and Recordkeeping — The Board of Trustees may adopt policies governing electronic communications and recordkeeping to ensure transparency, consistency, and proper documentation of Board activities, including the retention and accessibility of official records.

Article VIII: Fiscal Year

The fiscal year of the Society shall run from January 1 to December 31.

Article IX: Multiple Positions Held by Trustees

Section 1. Multiple Positions — The Board shall consist of up to seven Trustees serving in the seven designated officer positions. A Trustee may hold more than one officer position when necessary. Each Trustee shall be entitled to one vote regardless of the number of positions held.

Section 2. Voting by Trustees Holding Multiple Positions — Each Trustee shall be entitled to one vote on any matter before the Board, regardless of the number of officer duties performed by that Trustee.

Article X: Indemnification

To the fullest extent permitted by law, the Society shall indemnify any Trustee or Officer of the Society against expenses, judgments, fines, settlements, and other amounts reasonably incurred in connection with any proceeding arising out of actions taken in good faith within the scope of their duties on behalf of the Society.

Article XI: Parliamentary Authority

The rules contained in Robert's Rules of Order Newly Revised shall govern meetings of the Society and the Board of Trustees in all cases in which they are applicable and in which they are not inconsistent with these Bylaws.

Article XII: Dissolution

Upon dissolution of the Society, assets remaining after the satisfaction of all debts and obligations shall be distributed to one or more organizations organized and operated exclusively for charitable, educational, or historical purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code, or the corresponding section of any future federal tax law, as determined by the Board of Trustees.

Article XIII: Amendments

These Bylaws may be amended or repealed by a two-thirds (2/3) vote of the Trustees then in office. Amendments shall take effect immediately upon approval by the Board of Trustees unless otherwise specified in the amendment.

Proposed amendments shall be distributed to all Trustees with sufficient notice prior to the meeting or vote at which the proposed amendment will be considered. Amendments adopted by the Board of Trustees shall be reported to the membership through the Society’s regular communication channels and at the next Triennial Meeting.

These Bylaws were approved and adopted by the membership of the Pilgrim Edward Doty Society at the Triennial Meeting held ________________________________________________________________, as recorded in the official minutes of the Society.