THE KINSEEKERS GENEALOGICAL SOCIETY
BY-LAWS REVISED October 2003
Article I - Name
The name of this Society shall be the Kinseekers Genealogical Society.
Article II - Objectives
1. To encourage and promote the interest of the members and of the community in genealogical and historical information through presentation of programs and seminars.
2. To support the genealogical departments of libraries through gathering and sharing of genealogical materials and historical information.
3. To assist in identifying and preserving genealogical and historical items and information to be filed in the Society's files at local libraries.
4. To support ethical genealogical standards and oppose incompetent and disreputable practices and practitioners in the genealogical field.
5. To operate as a non-profit society. No part of the net earnings shall benefit any individual or organization.
Article III - Meetings
Section 1. Regular membership meetings shall be held the third Monday of each month except July and August, unless otherwise ordered by the Society or the Board of Directors.
. A. There shall be programs presented at monthly meetings except December which is the annual business meeting and Christmas Social.
. B. Regular Business meetings shall be held three times a year: In March, September, and December.
Section 2. Special Interest Groups will be organized as the need arises to give greater emphasis to geographic or other areas of specific interest.
. A. Members of Special Interest Groups (SIGs) must be or become members of Kinseekers. They may first attend SIG meetings as guests.
. B. Genealogical publications of SIGs must be approved by the Board of Directors.
. C. Such genealogical publications will then be submitted to the Editor of Kinseekers Newsletter for publication in the society's newsletter.
. D. Notices of SIG meetings to be placed in the local papers shall be submitted to the Publicity Chairman for publication.
Article IV - Membership
Section 1. Term of Membership: Shall be on a calendar year basis, from January through December.
Section 2. Membership Number: Each member shall be assigned a membership number which represents the sequence in which his membership was granted. Such numbers will not be re-assigned.
Section 3. Termination of Membership:
. A. A member whose dues is unpaid by the March meeting shall be dropped from the membership list without further notice.
. B. Membership is terminated automatically upon receipt of a written resignation.
Section 4. Reinstatement: A former member whose membership was terminated by resignation or non-payment of dues, may be reinstated at any time by payment of current dues.
Article V - Dues
Section 1. Society Membership Dues: As recommended by the Board and approved by the membership, shall be due and payable upon joining the society and annually thereafter.
Section 2. Half Year Dues: Members joining in July, or thereafter, shall pay dues for half a year only.
Section 3. Joint Membership: Shall be conferred on husband and wife who pay reduced annual dues as prescribed in the Standing Rules and receive a single subscription to the Society Publication
Article VI - Officers & Directors
Section 1. The officers of the Society shall be a President, a First Vice President, a Second Vice President, a Recording Secretary, a Corresponding Secretary, and a Treasurer. In addition there shall be 4 elected Directors.
Section 2. All officers and directors shall be elected for a term of two years, which will begin in January of even numbered years.
Section 3. An elected officer should be a Society member for at least one year.
Article VII - Elections
Section 1. Nominating Committee
. A. The Nominating Committee shall consist of three members in good standing who are appointed by the President, with the approval of the Board in September of odd numbered years.
. B. The slate of officers shall consist of one candidate for each office, to be presented at the November meeting. Additional nominations shall be accepted from the floor.
. C. The Nominating Committee will consider suggestions as to nominees from the Board of Directors.
Section 2. Election of officers:
. A. If at the regular November meeting, there are no other nomination from the floor, the president may direct the Recording Secretary to cast one vote for the acceptance of the entire slate, and conclude the election.
. B. In the event that there is more than one nominee for any office, voting shall be done by ballot at the December meeting, and shall be decided by a simple majority of members present.
Section 3. Installation: Officers shall be installed at the January meeting of even numbered years.
Section 4. Resignation: If an officer resigns, an election shall be held to fill the vacancy.
Article VIII - Duties of Officers
Section 1. The Officers shall perform the duties of Robert's Rules of Order Newly Revised Edition. (Latest Revision)
Section 2. President:
. A. Shall preside at all meetings of the Society and of the Board of Directors.
. B. Shall appoint all Standing Committee Chairmen with the exception of the chairmen of the Membership and Program Committees, with the approval of the Board.
. C. Shall be a member ex-officio member of all committees except the Nominating Committee.
. D. Shall be authorized to sign checks on the Society's Bank account.
Section 3. First Vice President:
. A. Shall preside in the absence of the President and perform the duties of that office.
. B. Shall assist the President when called upon.
. C. Shall serve as Chairman of the Membership Committee.
. D. Shall appoint a Co-Chairman of the Membership Committee.
Section 4. Second Vice President
. A. Shall preside in the absence of the President and the First Vice President.
. B. Shall serve as Chairman of the Program Committee
Section 5. Recording Secretary
. A. Shall keep the minutes of the business meetings of the Society and of the Board of Directors.
. B. Shall present the minutes of the business meetings.
Section 6. Corresponding Secretary:
. A. Shall be responsible for collecting the mail from the Leesburg Post Office and distributing it to the appropriate officers and may appoint an assistant.
. B. Shall initiate correspondence at the direction of the President or the Society and shall maintain a file of all outgoing correspondence.
. C. Shall present pertinent correspondence at the regular business meetings and at the Board of Directors meetings.
. D. Be responsible for proper signatures on the Post Office Box card.
Section 7. Treasurer:
. A. Shall receive all funds of the Society, and shall deposit them in such bank as may be designated by the Society.
. B. Shall disburse these funds as directed by the Board, or as designated in the Budget.
. C. Shall submit an Annual Report at the Annual Business Meeting in December. The Annual Report shall be subject to an audit arranged by the Board of Directors.
. D. Shall prepare an annual budget to be approved by the Board of Directors.
. E. The President, First Vice President, and the Treasurer are authorized to sign checks.
Article IX - Board of Directors
Section 1. Shall consist of the elected officers of the Society, the immediate Past President and four elected Directors.
Section 2. If any board member fails to attend regular membership meetings for three successive months, without acceptable reason, that office will be considered vacant.
Section 3. Shall transact business between meetings.
Section 4. Shall make recommendations at the regular business meetings, subject to the orders of the Society.
Section 5. Shall approve a budget to be presented at the annual business meeting in December.
Section 6. Shall arrange for an annual audit of the Society funds by appointing an Audit Committee. Fiscal year shall be December 1 through Nov. 30, with the Audit Committee report being given in February.
Section 7. Shall approve all expenditures not provided for in the budget. Expenditures over $50.00 shall require approval of the Board.
Article X - Standing Committees
Section 1. The President shall appoint, with the approval of the Board of Directors, Standing Committee Chairmen, except the Membership and Program Chairmen, as they are serving as First and Second Vice Presidents respectively. The Standing Committee Chairmen shall serve for a period of two years and shall remain as such until confirmed or replaced by the incoming President.
Section 2. The Standing Committees and their functions shall be:
. A. Membership Chairman (First Vice President) shall:
. - 1. Appoint a Membership Co-Chairman and a Calling Committee for the Society's membership.
. - 2. The Calling Committee is to report to the Corresponding Secretary, any pertinent information concerning the Society's members.
. - 3. Maintain a directory of current members.
. - 4. Record attendance at the Society meetings.
. - 5. Maintain the membership Name Tags.
. B. Program Chairman (Second Vice President) shall:
. - 1. Appoint a committee to assist in educational program planning and seminars.
. - 2. Appoint a co-chairman to serve as the Social Chairman.
. C. Public Relations Chairman shall: Publicize the Society's activities through newspaper and other media.
. D. Historian-Archives Chairman shall:
. - 1. Maintain the Society Historian-Archives Book with copies of newspaper articles, pictures, previous years membership lists, etc.
. - 2. Be the custodian of the Society's Archives.
. E. Library Liaison Chairman shall: enhance relations and co-ordinate activities between the Society and the Leesburg Library and report to the members regarding new items in the library and library information.
. F. Forms and Publications Chairman shall: Maintain supply of genealogical froms and publications and make them available to the members at the Society's meetings.
. G. Ancestor Charts Chairman shall:
. - 1. Collect Ancestor Charts from each member to be filed in the Society's File Drawers of the Leesburg Library.
. - 2. Maintain an alphabetical index of surnames from the Ancestor Charts kept at the Library.
. H. Local Research Chairman: Appoint at least one additional member to respond to queries received concerning residents of the Lake County and parent counties.
. I. Newletter Chairman shall: Gather information, prepare and distribute a quarterly newsletter.
Section 3. Chairmen of Temporary Committees shall: Be appointed by the President for the length of time deemed necessary to meet the needs of the Society.
Article XI. - Quorum
Section 1. Twenty-five (25) of the members of this Society shall constitute a quorum. A quorum must be present at any regular meeting before action may be taken.
Section 2. Voting shall be decided by a 51% majority of the members present.
Article XII - Amendments to the By-Laws
Section 1. Amendments to these By-Laws may be proposed by the Board of Directors, by a By-Laws Committee, or by any member submitting such a proposal in writing to the President.
Section 2. A notice of any proposed change in the By-Laws shall be provided to all members ten days in advance of the next regular meeting at which the proposed change is to be discussed and voted upon.
Section 3. Amendments to the By-Laws must be approved by a two-thirds majority of the members present.
Article XIII - Parliamentary Authority
Section 1. The rules contained in Robert's Rules of Order Newly Revised shall govern the Society in all cases that are not covered by these By-Laws.
These By-Laws adopted on 20 October 2003.