ARTICLE I - NAME
The name of this society shall be the Boulder Genealogical Society.
ARTICLE II - NON - PROFIT CHARTER SECTION 1: The Society shall maintain a non-profit Corporation Charter from the State of Colorado. SECTION 2: The Society will designate a registered office in Colorado and a registered Agent at such office, as required by every nonprofit corporation in Colorado.
ARTICLE III - PURPOSE
The objects of the Society shall be to collect, preserve and disseminate knowledge and information with reference to genealogical and related historical, biographical and heraldic data; and in these fields to inculcate and promote interest in research, to stimulate and provide instruction in the use of efficient mechanics and the adherence to scientific principles of accuracy and thoroughness in research, to champion advanced ethical standards and to discourage and oppose incompetent and disreputable practices or researchers, to foster careful documentation and otherwise promote scholarly writing.
ARTICLE IV - MEMBERSHIP SECTION 1: Any individual or institution interested in promoting the objectives of the Society is eligible for membership. SECTION 2: A membership shall consist of persons residing at one address.
ARTICLE V - OFFICERS SECTION 1: The officers shall consist of a President, Vice President, Recording Secretary, Corresponding Secretary and Treasurer. SECTION 2: Term of office shall extend from installation in January until the next installation of officers the following January.
ARTICLE VI - DUTIES OF OFFICERS SECTION 1: The President shall be the principal executive officer, with responsibility for the general supervision of the affairs of the Society, and shall be the official spokesperson of the Society. The President shall preside at all meetings of the Society and the Board and, except as otherwise provided, appoint all committees with the approval of the Board. The President may sign checks in the absence of the Treasurer, for all disbursements made. The President shall be ex-officio member of all committees except the Nominating Committee. The President shall perform any other duties given to this office. (Seems extraneous to me. JD) [moved from standing rules] SECTION 2: The Vice President shall, in the absence or inability of the President, perform the duties pertaining to the office. The Vice President shall discharge such duties as may be requested by the President or prescribed by the Board. SECTION 3: The Recording Secretary shall keep an official record of the proceedings of the Society and (delete those? JD)of the Board; shall have available at all meetings a copy of the Bylaws and the Standing Rules, recording all changes (to both)(delete (to both)JD) at the time that they are made with the date of change; shall provide a summary of three meetings in the past quarter to be included in the newsletter. [moved from standing rules] SECTION 4: The Corresponding Secretary shall be responsible for the receipt and distribution of all correspondence of the Society as directed by the President and the Board; shall send notes and other courtesy messages as appropriate; shall maintain a non-profit mailing permit; shall maintain the P.O. Box for the Society. [moved from standing rules] SECTION 5: The Treasurer shall receive and disburse all funds of the society; shall deposit them in such bank as may be directed by the Board; shall make disbursements as directed by the Board; shall prepare an annual budget for the approval by the Board and general membership; shall present a monthly financial statement to the Board and general membership. [moved from standing rules] An audit of the Treasurer's records shall be conducted at the close of each calendar year by the Auditor, and the results shall be reported to the Board and membership. SECTION 6: Officers shall turn over all records and correspondence pertaining to their respective offices to their successors within fifteen days after their terms of office expire. The President shall determine which of these records are non-current and are to be deposited with the Historian.
ARTICLE VII - EXECUTIVE COMMITTEE AND BOARD OF DIRECTORS SECTION 1: An Executive Committee consisting of the elected officers excluding the Nominating Committee of the Society shall conduct emergency business as may be necessary between regular meetings of the Board. SECTION 2: The Board of Directors shall consist of the elected officers of the Society, the immediate Past President, the chairs of the Standing Committees and a maximum of three (3) Members-At-Large. The quorum shall be six members of the Board.
The duties of officers shall be found under Article XI of these bylaws and the duties of other members of the Board shall be found in the Society's Standing Rules. SECTION 3: The Board shall have control and manage the affairs and funds of the Society. SECTION 4: The Board shall meet monthly, the time and place of the meeting to be determined by the President. A meeting can be canceled for just cause by the President with approval of the executive committee.
ARTICLE VIII - COMMITTEES SECTION 1: The President shall appoint Standing Committee Chairpersons with the approval of the Board. The Standing Committees shall be Education, Genealogical Inquiries, History, Librarian, Library Committee Chair, Library Volunteer Chair, Membership, Newsletter, Parliamentarian, Publicity, Publishing Advisor, Program, Quarterly, Sales - Publications, Sales - Forms, Social, Web Site Editor. Other committees may be appointed by the President as needed. The terms of the Standing Committees shall commence with the February meeting and continue for one year. SECTION 2: The Committee Chairs shall turn over all records and correspondence pertaining to their respective committees to their successors. This should be done within fifteen days after their terms of office expire. If their successors have not been appointed by that time, the records should be turned over to the President.
ARTICLE IX - NOMINATIONS AND ELECTIONS SECTION 1: All officers and the Nominating Committee for the following year shall be elected by the majority vote of the membership present at the regular meeting in December. SECTION 2: The immediate Past President shall be the Chair of the Nominating Committee. Other members shall consist of the Membership Chair and two (2) elected members. Consent of each nominee shall be obtained prior to his or her nomination. In addition to the slate of candidates presented by the Nominating Committee, other nominations may be made from the floor, with prior consent of the nominee. SECTION 3: It shall be the duty of the Nominating Committee to nominate at least one candidate for each position as officer of the Society, to be filled at the next succeeding election. Members may submit the names of persons eligible and available for nomination to the committee for its consideration. The report of the Nominating Committee shall be presented at the regular meeting in November.
ARTICLE X - FILLING OF VACANCIES A vacancy in any elective position shall be filled by the Executive Committee, with advice from the Nominating Committee, such appointment to last until the next election.
ARTICLE XI - MEETINGS SECTION 1: The Society shall meet in the Boulder area on the first Tuesday of each month unless a cancellation or an alternate date becomes necessary. The annual meeting of the Society shall be held in January. Special meetings of the Society may be called by the President with the approval of the Board. SECTION 2: The business arising at the meetings of the Society shall he transacted by the members who are present and voting. A Society quorum of ten (10) members shall be present to conduct the business.
ARTICLE XII - PARLIAMENTARY AUTHORITY
The rules contained in Robert's Rules of Order, Newly Revised, shall govern the Society in all cases in which they are not inconsistent with the Bylaws of the Society.
ARTICLE XIII - DUES SECTION 1: The Society membership is on a January 1st to December 31st year basis. SECTION 2: Dues are payable January 1st. Members joining between January 31st and October 31st will receive all Quarterlies for the calendar year in which the dues payment was made. New members admitted at the November and December meetings shall have their dues carry over for the new year with their Quarterly subscription beginning in February. Members with dues not paid by the March meeting will be dropped from the roll. Members dropped for non-payment of dues may be reinstated upon payment of dues for the current year. SECTION 3: Dues are set by the Board with the approval of the general membership.
ARTICLE XV - DISSOLUTION
In the event of any dissolution of the Society, all material on loan to the Society shall be returned to the owners, and assets remaining after existing debts are paid shall be donated to a like Society or Library.
ARTICLE XVI - AMENDMENTS
A proposed amendment to these Bylaws may be submitted to the Board at a regular meeting in writing signed by at least five members, or may originate with the Board. The proposed amendment shall be presented to the membership at the Society's regular monthly business meeting for discussion. A vote on the proposed amendment shall be held at the Society's next regular meeting. The amendment must pass by a two-thirds vote of those present and voting.
The Bylaws were adopted:
6 May 1975 Mary Ormsbee, President
Revised: November 1978 Mary Phelan, President
Revised: 1 June 1982 L.T. Ostwald, President
Revised: 2 July 1985 Jan Polkinghorne, President
Revised: 6 June 1989 Mary Ann Finlay, President
Revised: 5 September 2000 Rose Mary Highman, President
Revised: 7 November 2006 Joan Dawson, President
BGS STANDING RULES
I. MEMBERSHIP Dues are $20.00 per Household membership for those who receive an electronic copy of the Quarterly or $25 per household to receive a printed copy of the Quarterly. These are due at the start of the calendar year.
Meetings are generally held on the first Tuesday of each month at the Mountain View Methodist Church, 355 Ponca Place in Boulder at 7:30 PM.
III. GENEALOGY COLLECTION
Our collection of genealogical materials, books, etc. shall be housed at Carnegie Library located at 1125 Pine Street in Boulder. BGS shall operate according to the current Memorandum of Understanding between BGS and the Boulder Public Library a copy of which shall be located in the Policies and Procedures Manual.
IV. ANNUAL SOCIAL EVENT
There shall be an annual social event held during the May meeting of the Boulder Genealogical Society. The Distinguished Service Award shall be given at this event.
V. DUTIES OF THE STANDING COMMITTEE CHAIRS AND MEMBERS-AT-LARGE
Each group of committee shall create and maintain their portion of the Policies and Procedures Manual, subject to review by the board.
Shall audit the Treasurer's ledgers at the close of the calendar year. The auditor should not be a current board member.
2. EDITOR - NEWSLETTER
Shall receive from members and other sources material of timely value relating primarily to functions and activities of the Society and general genealogical interest to be published in the Newsletter of the Society; shall edit and lay out the material; shall arrange to have it published in time for distribution by February, May, August and November.
RKA: in time for distribution with the February, May, August and November Quarterlies.
3. EDITOR - QUARTERLY
Shall receive from members and other sources material of historic interest relating primarily to Boulder County and general genealogical interest to be published in the official Quarterly of the Society; shall edit and lay out the material; shall arrange to have it published in time for distribution by February, May, August and November.
4. EDITOR - WEB SITE
Shall manage the Society's Web presence, including ensuring the Society's Web site is current, collaborating with outside Web masters to create links to and from the site, and preparing and posting documents to the Society's Web site; shall collaborate within the Society to get documents and data to post on the site.
5. EDUCATION CHAIR
Shall plan and oversee educational opportunities for the Society; shall work with the program committee to coordinate workshops beyond regular programs; shall coordinate education for the community as requested.
Shall oversee all research inquiries directed to the Boulder Genealogical Society relating to Boulder County.
Shall maintain a history of the Boulder Genealogical Society by recording activities of the Society during the year with clippings and photographs of special events; shall keep a record of those members lost by death, including their obituaries shall include a list of publications authored by members of the Society.
8. LIBRARY COMMITTEE CHAIR
Shall obtain books, pamphlets and other materials of genealogical nature for the Society library. Shall oversee the work of the following: make a permanent record of all new material, arrange the material in a way that makes it accessible to the members, manage Quarterly exchanges and subscriptions. The chair shall make recommendations to the Board for the purchase of new materials and supplies for the Library (the payent shall be made by the Treasurer with money drawn from the Library Fund). Shall also oversee the Library Fund and the Library Committee. Shall act as liason with Boulder Public Library concerning BGS library activities. (NOTE, not for final copy: All monies come from general fund.)
9. LIBRARY VOLUNTEER CHAIR
Shall recruit and train volunteers to help patrons use the Society's collection.
10. MEMBERSHIP CHAIR
Shall maintain a record of members current and past. The membership list shall be regularly updated and made available for use by members of the Board and Standing Committees as required; shall supply new members with society information packet; shall collect dues and forward to the Treasurer for deposit; shall provide notices, no later than November 15th to members whose dues are payable, and contact those who have not responded by January 15th.
Shall make name tags available for members and visitors at each meeting, and shall maintain the sign-in sheet at each meeting.
Shall assist the President, officers and members of the Society with questions concerning parliamentary procedure.
13. PROGRAM CHAIR
Shall arrange regular programs, and work in cooperation with the Education Committee to plan additional activities. Shall provide program information to the Newsletter editor, Web site editor, publicity chair, Council Delegate and the Heritage Round Table representative.
14. PROJECT COORDINATOR
Shall oversee the development and progress of the Society's projects. Shall give advice and assistance where necessary. May assist in the gathering of volunteers for Society projects.
15. PUBLICATIONS CHAIR
Shall provide publishing guidance to the Quarterly, Newsletter, Web site editors and Project Coordinator, but does not otherwise supervise those committees; shall formulate and distribute general guidelines for the Society's publications; shall manage the publication, copyrighting and marketing of the Society's books, CD-ROMs and similar materials; shall maintain up-to-date electronic archival copies of Society publications. Shall oversee the inventory of publications for sale from the society, including Quarterlies. Shall process order received for publications and manage subscriptions and exchanges to the Quarterly including billing.
16. PUBLICITY CHAIR
Shall prepare notices or articles on BGS meetings and projects and disseminate them to appropriate public media and community organizations.
17. SOCIAL CHAIR
Shall be responsible for the refreshments following general meetings and for social events, with assistance from volunteers.
18. SPECIAL FUNDS COMMITTEE CHAIR
Shall administer the Endowment and other funds in accordance with the Special Funds Committee Charter.
19. TECHNOLOGY CONSULTANT
Shall be available to assist with the Society's use of technology (eg. computers, software, telecommunications, internet, projectors, etc.)
A maximum of three may be appointed at the discretion of the President to attend Board meetings with full voting privileges. The purpose of including members-at-large is to encourage new board membership and gain input of experienced board members.
VI. DUTIES OF APPOINTED REPRESENTATIVES
1. DELEGATE TO COLORADO COUNCIL OF GENEALOGICAL SOCIETIES
Shall represent the Boulder Genealogical Society at meetings of the Council (commitment of funds and resources of BGS is subject to approval by the Board), and shall report regularly to the Board and general membership on the proceedings of the Council. And alternate delegate shall serve in the absence of the regular delegate.
2. DELEGATE TO FEDERATION OF GENEALOGICAL SOCIETIES
Shall maintain contact with the Federation and represent the interests of BGS. If possible, the delegate or an alternate is encouraged to attend the annual FGS conference.
3. REPRESENTATIVE TO HERITAGE ROUNDTABLE
Shall attend the meetings of the Roundtable held in Boulder, in order to maintain contact between BGS and other active groups; shall encourage participation in the Roundtable's "Boulder Historic Preservation" Awards Ceremony; and shall keep BGS members informed about events and speakers at other meetings.
VII. Miscellaneous EXECUTIVE COMMITTEE AND BOARD OF DIRECTORS Responsibilities
1.A significant portion of the annual Garage Sale revenue shall go to the library fund. It is the board's responsibility to determine what the percentage is based on budgeting needs. 2. The executive committee shall determine the recipient of the Distinguished Service Award each year. 3. The board shall determine and maintain the copyright for the Quarterly.
These Standing Rules were adopted by the Board 20 April 1982
Revised and adopted 2 July 1985
Revised 6 June 1989
Revised 5 September 2000
Revised 11 March 2008
Revised 1 November 2010
Revised with corrections from the Board 25 Jan 2011
Added by Birdie for reference:
Robert’s Rules (10th), p.18
Standing rules, as understood in this book except in the case of conventions, are rules (1) which are related to the details of the administration of a society rather than to parliamentary procedure, and (2) which can be adopted or changed upon the same conditions as any ordinary act of the society. An example of such a rule might be one setting the hour at which meetings are to begin, or one relating to the maintenance of a guest register.
Bylaws - p. 12 (2/3 of membership, not just Board; one month notice before vote)
Standing rules - p. 18
Policies and Procedures - Not in Robert’s
The following are notes and thoughts to be explored at the next Bylaws revision:
1. Under section 5, Article VI - The treasurer, may want to add "Shall supervise the use of the tax ID #"
2. Addition of "Project Coordinator" in bylaws
3. Adding the job of maintaining a societal calendar to the Vice President's job description.
The following are notes for a possible procedure manual:
1. Do we need to mention the tax ID# someplace
2. Do we need to mention what items should be in the Safe Deposit Box
3. Do we need to mention sending the name of the Distinguished Service Award to the FGS nomination
4. Should we mention anything about "You Asked for It"
5. Should any mention be made of the transfer and distribution of money from the garage sale. I found several mentions in minutes - Nov. 2004 said $2000 of the garage sale money was transfered to the Library Fund. May 2006 and Nov. 2006 also have mention of that garage sale money.
6. There was also mention in May 2006 that the cost of mailing and printing exchanges and subscriptions comes out of the Library Fund.
7. Should something be mentioned about the copyright issue and the forms to be signed by contributors to the Quarterly
8. Should something be mentioned that each group (ie library committee, special funds committee, etc. have their own policies
9. Anything about where the FGS Strategy Book should be kept
I think most of these things do not need to be dealt with in this document, but just wanted them to be considered and not put in rather than later wishing we had Judy