ByLaws

ARTICLE I – NAME
The name of this organization is Monterey County Genealogy Society, Inc., hereinafter known as the Society, a non-profit public benefit organization.

ARTICLE II – OBJECTIVE
The objective of this Society shall be:

  1. To promote an interest in genealogy for the public benefit;
  2. To encourage and instruct members in genealogical research through careful documentation and maintain quality genealogical standards;
  3. To locate, preserve and index public and private genealogical records and make such records available to members and the general public;
  4. To assist and support any genealogical library in Monterey County which is open to the public;
  5. To publish genealogical and historical information in a regular newsletter and any other publications as directed by the membership.

ARTICLE III – MEMBERSHIP AND DUES
Section A.
   Membership. Any applicant interested in furthering the objectives of this society shall be eligible for membership upon submission of completed application form and payment of dues.  Members have the right to vote, are eligible to be elected to the Board of Directors, receive notice to meetings and activities and a reduced fee to some of these activities, and to receive the Society newsletter.

Section B.   Dues. Annual dues shall be set by the Board of Directors with approval of the membership at the Annual Meeting or a Special Meeting as provided by Article XII, and be payable March 1.  The 2nd Vice-president shall notify members whose dues were not paid by March 1.  A member’s name shall be removed from the membership list if dues are not received by April 10.

Section C.   Classes of membership and dues. As follows:

  1. Individual membership
  2. Family membership          (One Newsletter)
  3. Libraries and Societies
  4. International

Section D.   Fiscal Year. The fiscal year of the Society shall run from January 1 through December 31.

ARTICLE IV – MEMBERSHIP MEETINGS
Section A.
   Annual Business Meeting.  The Society shall hold one business meeting each year at the regular meeting in January.  The officers shall present their yearly reports and elections shall be held at the Annual Meeting.  Newly elected officers begin their terms of office at the close of the annual business meeting.

Section B.   Regular Meetings.  Regular membership meetings of the Society shall be held monthly, with the exception of the month of July.  In case of emergency, a meeting may be canceled by the Board of Directors.

Section C.   Special Meetings.  Special meetings of the Society may be called by the President, the Board of Directors, or upon written request of five percent of the members.  Notice of such a meeting shall be given to each member in writing at least ten business days before the meeting.  The written notice shall state the purpose of the meeting.  No business other than that stated in the written notice may be conducted.

Section D.   Quorum for the Annual Meeting and Special Meetings.  For the purposes of conducting business and holding elections, 15% of the active members shall constitute a quorum.

ARTICLE V – OFFICERS
Section A.
   The Officers of the Society shall be:
The President
1st Vice President
2nd Vice President
3rd Vice President
Recording Secretary
Corresponding Secretary
Treasurer, and
Two Board Members-at-Large

Section B.  No person shall remain in office if his/her membership dues are delinquent.

Section C. [Deleted per 5 January 2012 vote of membership.]

Section D. [Deleted per 5 January 2012 vote of membership.]

Section E.  Term of Office  The officers shall be elected for a one year term of office.

Section F.  The President shall appoint a Parliamentarian.

ARTICLE VI – BOARD OF DIRECTORS
Section A.
  The elected officers and Board Members-at-Large shall comprise the Board of Directors of the Society.  The Board of Directors shall:

  1. Transact the business of the Society between Annual Business Meetings;
  2. Create additional committees as needed;
  3. Formulate and approve a yearly budget;
  4. Authorize disbursements.

Section B.  Any vacancy occurring on the Board of Directors, with the exception of the President, shall be filled by a majority vote of the remaining members of the Board of Directors.  The person so appointed will fill the remainder of the unexpired term.

Section C.  There shall be at least eight regular meetings of the Board of Directors annually.  All Board of Directors meetings shall be open to the membership.  Notice of the time and place of the next Board of Directors meeting shall be published in the Newsletter.

Section D.  The quorum for the Board of Director’s meetings shall be a majority.

Section E.  Elected Officers and Board Members-at-large can be terminated from their offices and the Board of Directors by a majority vote of members present at a Special Meeting called for that purpose.  Elected Officers and Board Members-at-large can be terminated from their offices and the Board of Directors for the following reasons:

  1. Failure to pay their Annual Membership Dues by April 10.
  2. Failure to perform the functions of and uphold the trust of their positions.

ARTICLE VII – DUTIES OF OFFICERS
Section A.
  The President shall:

  1. Preside at all meetings of the membership and the Board of Directors.
  2. Appoint all chairpersons and members of all committees.
  3. Sign, with the Recording Secretary, all contracts and documents.
  4. Be authorized to sign checks for approved disbursements.
  5. Receive and review monthly bank statements and then forward statements to the Treasurer.
  6. Be an ex officio member of all committees, except the Nominating Committee.

Section B.  1st Vice President shall:

  1. Assume the duties of the President in the absence of, or at the request of, the President.
  2. Assume the duties of the President for the remaining term of office in the event of a vacancy in the office of President.
  3. Be the Chairman of the Program Committee.
  4. Appoint assistants in charge of the following sub-committees:
    • Program Speakers for General Membership Meetings
    • Physical Arrangements and Equipment
  5. Be authorized to sign checks for approved disbursements.
  6. Present a yearly report at the Annual Meeting.

Section C.  2nd Vice President shall:

  1. In absence of the President and the 1st Vice President or at their request, assume the duties of the President.
  2. In the event of a vacancy in the Presidency, assume the duties of the 1st Vice President.
  3. Be Director of Membership Services, and may appoint assistants in charge of the following sub-committees:
    • Meeting Attendance Records.
    • Name tags for members and visitors.
    • Membership packets.
    • Delinquent members.
  4. Maintain a current membership list of all members in good standing. (An original or copy of quality for duplication purposes shall be provided for the Recording Secretary.)
  5. Notify members of delinquent dues, and report such delinquencies to the Board of Directors and Newsletter Editor.
  6. Actively promote membership in the Society.
  7. Present a yearly report at the Annual Meeting.

Section D.  3rd Vice President shall:

  1. In the absence of the President, and the 1st and 2nd Vice Presidents, or at their request, assume the duties of the President.
  2. Be Chairperson of the Seminar(s) as fund raising events of the Society.
  3. Submit plans for any fund raising projects for authorization; work with officers and committee chairpersons to conduct projects as approved.
  4. Present a yearly report to the Annual Meeting.

Section E.  Recording Secretary shall:

  1. Be the Recording Secretary of the Society and the custodian of its records except such as are specifically assigned to others.
  2. Keep a record of the proceedings of the Society and furnish the Board of Directors with copies of the minutes.
  3. Keep and have available for reference at all meetings, a copy of the Bylaws.
  4. Supply delegates of the Society with credentials.
  5. Furnish the officers and committee chairpersons with copies of all papers and books necessary for the proper performance of their respective duties, including membership lists; preserve committee reports among the records for which he or she is responsible; furnish the historian with copies of all minutes and committee reports.
  6. Sign with the President all contracts and documents.
  7. Be authorized to sign checks for approved disbursements.

Section F.  Corresponding Secretary shall:

  1. Send or cause to be sent proper notices of all meetings.
  2. Notify officers, committees, delegates, and the general membership of any special meeting as necessary.
  3. Assist with folding, labeling and mailing of the Society Newsletter.
  4. Assist in any Society mailings as requested.
  5. Conduct the correspondence of the Society.
  6. Maintain a file of Society correspondence.
  7. Be responsible for getting the Society’s mail and distributing it to the proper officers and committees within the Society.
  8. Mail sympathy, get well, thank you and other cards as appropriate.

Section G.  Treasurer shall:

  1. Be custodian of all funds of the Society.
  2. Sign checks for authorized disbursements.
  3. Make all financial records available to Board of Directors appointed auditor.
  4. Be Director of Finance and Budget.
  5. Appoint assistants in charge of, or helping with the following:
    • Present a statement of finances at each general meeting of the Board of Directors.
    • Present at the Annual Meetings a financial report covering the entire previous year.

Section HMember-at-Large shall:

  1. Attend Board meetings.
  2. Represent membership at Board meetings.

ARTICLE VIII – STANDING AND SPECIAL COMMITTEES & POSITIONS
Section A.
  The Standing Committees and Positions.
The Standing Committees and Positions of the Society are:
Archivist/Historian, Auditor, Editor of the Society Newsletter, Genealogist, Publications Chairperson, Publicity Chairperson, Nominating Committee, Hospitality Committee, and Parliamentarian.

Section B.  Term of Office.
Standing Committees and Positions shall be appointed by and shall serve at the pleasure of the Board of Directors.  They may be removed without cause upon majority vote of the Board.  Members may be reappointed for successive terms in office.

Section C.  Duties.

  1. Archivist/Historian shall:
    • Collect and preserve items of historical interest to the Society.
    • Collect and preserve the genealogy, biography and pedigrees of members if directed by the Board.
    • Keep the permanent issues of the Newsletter/Quarterly.
  2. Auditor shall:
    • Audit the books of the Society prior to the Annual Meeting and submit the report with the Treasurer’s Report.
  3. Editor of the Society Newsletter shall:
    • Be responsible for publishing the official Newsletter of the Society.
    • Be responsible for collecting and receiving materials to be considered for publication in the Society Newsletter.
    • Publish in the Society Newsletter any items specifically requested by the Board of Directors.
    • Exchange information with other societies.
    • Present an Annual Summary Report for the Annual Business Meeting.
  4. Genealogist shall:
    • Conduct workshop meetings of the Society.
    • Serve the membership of the Society, counseling members about genealogical research.
    • Organize study groups as needed, with attendance at such meetings being limited to members of the Society.
    • Bring items of genealogical interest to the attention of the members.
    • Serve in an advisory capacity as needed by officers and committees.
    • Present an Annual Report for the Annual Business Meeting.
  5. Nominating Committee shall:
    • Nominate candidates for offices to be filled at the Annual Meeting. The nominations shall be accompanied by the written consent of each nominee.
    • The committee shall have at least one Board member.
  6. Parliamentarian shall:
    • Give procedural advice to the Presiding officer and to any member.
  7. Publications Chairperson shall:
    • Be responsible for all incoming and outgoing publications of the Society with the exception of the Newsletter.
    • Publish all materials except the Newsletter.
    • Be responsible for publication sales.
    • Recommend the purchase of items identified by the local genealogy library and members, and act as liaison between libraries and the Society.
    • Present an Annual Summary Report for the Annual Business Meeting.
  8. Publicity Chairperson shall:
    • Be responsible for all publicity on behalf of the Society, including advertising for special projects such as fund raising activities, Society seminar, etc., and work with officers and committee chairpersons.
    • Be in charge of Society displays.
    • Appoint assistants as necessary to perform the duties of office.
    • Present an Annual Summary Report for the Annual Business Meeting.
  9. Hospitality/Greeter shall:
    • Be responsible for refreshments at meetings, if any are needed.
    • Assist Membership Chairperson in welcoming members and guests at meetings.
    • Prepare an Annual Summary Report to be placed on file.
  10. Projects Chairperson shall:
    • Locate, index, and preserve original genealogical records as directed by the Board.
    • Maintain a current list of projects needing to be accomplished.
    • Be responsible for preparation and completion of project(s) chosen by the Board.
    • Upon completion of a project, present a copy to the Publication Chairperson.
    • Present an Annual Summary Report for the Annual Business Meeting.
  11. Federation of Genealogical Ssociety (F.G.S.) Delegate shall:
    • Represent the Society as F.G.S. Delegate at the annual F.G.S. Conference.
    • Regularly report to the Board of Directors.
    • Report to the general meeting after the conference.

ARTICLE  IX – NOMINATIONS AND ELECTIONS
Section A.
  Elections.

  1. Elections shall be held at the Annual Meeting.

Section B.  Nominations.

  1. The Nominating Committee shall present a list of at least one nominee for each office being vacated to the Board of Directors before November and to the general membership meeting in November.
  2. Additional nominations may be made by any member in good standing from the floor at the Annual Meeting, provided the nominee is present and consents or has given written consent to serve if elected.

Section C.  Voting Eligibility.

  1. All members in good standing (those whose dues are currently paid in full) may vote in Society elections.  Each Individual, Library, and Society member is entitled to one vote and each Family membership is entitled to two votes.
  2. If there is only one candidate for office, voting shall be by voice vote.  If more than one candidate is running for any one office, the voting shall be by written ballot.  Majority vote elects.

ARTICLE X – DISSOLUTION OF SOCIETY

Upon the dissolution or winding up of the corporation, its assets remaining after payment, or provision for payment, of all of the debts and liabilities of this corporation shall be distributed to:

  1. The genealogical unit of a recognized religious organization or
  2. A public library or
  3. A non-profit fund, foundation, or corporation which is organized and operated exclusively for genealogical purposes and which has established its tax-exempt status under Internal Revenue Code Section 501(c)(3).

ARTICLE XI – PARLIAMENTARY AUTHORITY
The rules contained in Robert’s Rules of Order, Newly Revised shall govern the Society in all cases in which they are applicable, and which are not inconsistent with these Bylaws and with any Standing Rules.

ARTICLES XII – AMENDMENTS
These Bylaws may be amended only at the Annual Meeting or at a Special Meeting called for such purpose by a two thirds vote of those voting using the following procedures:

  1. Proposals shall be submitted in writing by any member of the Board of Directors at least thirty days prior to the Annual or Special Meeting.
  2. All such proposed amendments, together with the recommendations of the Board of Directors shall be presented to the Membership at least fourteen days prior the Annual or Special Meeting by special mailing or by publication in the Newsletter just prior to the Annual or Special Meeting.

 

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