Rules and Regulations Of the Big House Association

Article I

Name

This organization shall be known as the Big House Association, hereinafter called the Association or BHA.

Article II

Purposes

1. The purpose of the Big House Association is to:

A. Provide a means that will ensure that the houses and property inherited from Paul C Cabot and Virginia Cabot in North Haven, Maine are properly maintained.

B. Schedule use and occupancy of those houses and property in a fair and equitable way for all members of the Association

C. Establish procedures through which issues, problems, and opportunities can be addressed and resolved fairly and equitably within the family in a timely manner.

Article III

Membership

The membership of the Association shall consist of all descendants of Paul and Virginia Cabot 18 years and older. Current spouses or life partners are encouraged to participate, but shall not be voting members. The current membership is included in appendix a.

Article IV

Organization

On even years, at the regular spring meeting, the Association shall organize by electing a Chair, Secretary, and Scheduler/Treasurer, Housekeeper, (and such other officers as it may decide to elect) These officers shall form the Executive Committee.

To the extent possible, an effort should be made to have each family represented on the Executive Committee. The membership, at any of its regular meetings, may elect Ad Hoc Officers as needed according to Article VII (2) Meeting Notice. The term shall expire at the same time as those of the Executive Committee. A clearly defined list of responsibilities and duties for that Officer shall be voted on at that meeting.

The membership shall also elect its nominee for “Voter” and “Trustee” to the Pulpit Harbor Trust and Crockett Farm Trust according to those Trust documents. Notification of those elections shall be made according to Article VII (2) Meeting Notice. Should the Association nominees subsequently be elected and accepted by the Trust, it shall be the duty of those persons to report in a timely fashion to the Association members of any and all activities, issues, and opportunities before the Trusts. The Association’s nominee, if elected to the Trust, shall ensure that minutes from the Trust meeting are distributed to each family represented in the Association within one month’s time of any meeting of the trust.

Article V

Officers

1. Chair- the Association shall elect a chair who shall preside at all meetings.

The Chair shall be the only person empowered to incur liabilities, no greater that $50, that shall be binding on the Association, subject to at all times to the approval of the Executive Committee. Any potential expense or liability incurred greater that $50 shall be subject to approval by the voting membership present or by proxy at a duly called meeting, or as herein provided. The Chair shall also be responsible for presenting a Capital Plan, as provided for in these bylaws.

2. Secretary

The Association shall elect a Secretary who shall keep a record of the proceedings of the Association, notify members of meetings as provided, and who shall preside at all meetings in the absence of the Chair.

3. Scheduler/ Treasurer

The Association shall elect a Scheduler/Treasurer. This officer will schedule use of the houses according to these bylaws. The scheduler/ treasurer will also regularly notify and update the membership of any unused time available in any of the houses during the summer. The scheduler/treasurer shall maintain adequate financial records belonging to the Association and shall prepare and present an annual report and such other financial reports as the Chair or Association shall direct. The scheduler/ treasurer shall be responsible for billing of time used at each of the houses, as well as Membership approved capital expenses. In addition, the Scheduler/treasure shall be responsible for paying any expenses incurred by the executive committee or full membership, to include bidding and securing insurance each year.

4. Executive Committee

The role of the Executive Committee is to ensure the smooth operation of the North Haven properties and care for the day to day problems that may arise. Committee members are responsible for researching any issues that may come up and presenting that information to the full membership at its regularly scheduled meetings for a final decision on what action needs to be taken, if any.

Article VI

Term of Office

1. The term of office shall be two years.

2. There will be no term limits

3. In the event of a vacancy the seat will be filled at the next regularly scheduled meeting of the fall or spring membership.

Article VII

Meetings

1. Call- the Association shall meet at least two times each year, at least once in the spring, and once in the fall, at the call of the Chair.

2. Notice- the Secretary or his/her designee shall notify all members of the time and place of the meeting by letters, phone or electronically at least two weeks prior to the meeting. If the meeting is to consider the filling of a vacancy in the officers, or a change of these bylaws, fourteen (14) days written notice shall be given and such notice shall state the purpose thereof.

3. Quorum- There shall be no quorum requirement at a meeting

4. Proxy Votes- Proxy voting will be allowed only on items delineated on previously known agendas. Proxy votes may be made known via e-mail to the Chair, or in writing at the time of the meeting.

5. Vote – A majority of those present and voting shall be sufficient to transact all business.

6. Conduct- The meetings shall be conducted in accordance with Robert’s Rules.

Article VIII

Scheduling of Houses

1. Houses- Houses to be scheduled include the Big House, the Palace, and the Kitchen House.

2. Family Unit: Time in the three houses shall be divided among the four families and its family unit. The four families are: Paul Cabot, Virginia Cabot Wood, Fred Cabot, and Edmund Cabot. The family unit consists of all family members mentioned above and spouses including grandchildren, children, and step-children.

3. Time

a. Designated Period of Occupancy: Time allotted to each family will be based on the number of days between (and exclusive of) the last Friday in June and Labor Day, divided by 4. Family members will notify the scheduler of desired time and house within the family allocated blocks by April 15. Any unused time will be made available to other family units on a first come first served basis.

4. Cost

a. Unless other payment schedules have been worked out with the Treasurer, payment for use of the houses will be paid in full to the Treasurer within one month of receipt of the billing date. House billing will take place by Oct 1st, Phone billing by Jan 1. Any family member, who has not made payment arrangements for overdue bills, will not be able to use their time the following year.

b. The cost for each house shall be: (per day)

1. Big House $50.00

2. Palace $ 30.00

3. Kitchen House $ 40.00

Other Expenses

A. Family members will be expected to reimburse the association for any other expenses incurred which are exclusive to their use of the house. Such expenses may include, but are not limited to: telephone, trash pick-up, extraordinary cleaning, laundry,etc.

B. Furnishings broken within the house, outside of the normal wear and tear shall be reported at the next meeting, and replaced or repaired. Disputes shall be taken to the full membership of the next regular fall or spring meeting for resolution.

C. Capital Expenses: (those with a cost greater than $500.00, and a life expectancy greater than 5 years) shall be voted on at each fall meeting. The Chair, with the assistance of any applicable subcommittees and the Treasurer shall prepare a 5 year capital plan which delineates anticipated expenses, as well as potential ways to solve the problem. The 5 year capital plan will be presented at the spring meeting, and subsequently posted at each of the houses in North Haven through the summer. Individual family members may add to the list through the summer.

D. Unforeseen Expenses: A simple majority of the membership may approve any unforeseen expense that occurs that is determined by the Chair to be critical. Approval can be obtained electronically by the Chair or a designee.

Article X

Changes in the Bylaws

1. Proposals to either repeal or amend these bylaws shall first be submitted in writing to the Chair of the Association. The Chair shall then distribute the proposed change to the full membership. The Chair shall decide if enough time has been allocated to discuss the proposed changes. If the Chair determines that the proposed change has been fully vetted by the Association members, it will be included in the next subsequent meeting, unless pulled by the proposal advocate.

2. A simple majority of those present and those voting by proxy, shall be sufficient to accept any proposed changes to the bylaws.

3. Unless and until amended or repealed by the elected members, these bylaws shall continue in effect from year to year and no formal motion shall be necessary at any meeting of the Association in order that they continue in force.