| ARTICLE I | NAME | |
| ARTICLE II | OBJECTIVES | |
| ARTICLE III | MEMBERSHIP | |
| ARTICLE IV | EXECUTIVE BOARD | |
| ARTICLE V | OFFICERS | |
| ARTICLE VI | EXECUTIVE MEMBER REPLACEMENT | |
| ARTICLE VII | COMMITTEES | |
| ARTICLE VIII | NOMINATIONS AND ELECTIONS | |
| ARTICLE IX | MEETINGS | |
| ARTICLE X | RULES OF ORDER | |
| STANDING RULES |
The name of this organization will be the PINELLAS GENEALOGY SOCIETY, Inc. The organization will hereafter be referred to as the “PGS” in the by-laws.
PGS is a 501(c)3 non-profit organization under Federal and Florida laws. The organization’s objectives are to encourage the research, publication, preservation of genealogical and historical materials, as well as instruct and assist PGS members and public in modern and traditional methods of research. These objectives shall be accomplished through monthly meetings, workshops, lectures, field trips, and other educational activities.
| 3.01 | Any person interested in the objectives of the PGS may become a member upon paying annual dues and completing the application as provided by the Membership Committee. | |
| 3.02 | The Executive Board may award Honorary Membership. The classifications of Honorary Membership are: | |
| (A) | Honorary Lifetime MEMBERSHIP status may be granted where the recipient has performed at least ten years of faithful service to the PGS. Dues are waived for the lifetime of the honoree. Honorees continue to hold all the privileges of a regular PGS member. | |
| (B) | Honorary Member status may be granted to anyone by waiving dues for one year. | |
| 3.03 | The Executive Board may expel a member for actions against the best interest of the PGS. | |
| Written notice shall be sent to the member by Certified Mail. The respondent will have thirty days in which to plea the action and appear before the Executive Board. Non-response will be considered an automatic resignation. A two-thirds vote of the members at the next general meeting will be required to sustain expulsion. | ||
| 3.04 | Annual dues of the PGS shall be recommended by the Executive Board and approved by two-thirds of the members present at the general meeting. Additional members of the same household may have their dues reduced to half by waiving the receipt of duplicate copies of PGS printed materials. All dues are required by the close of February’s membership meeting in order to maintain continuing member status. | |
| 3.05 | Only individuals in good standing may vote or hold office. | |
| 3.06 | Use of PGS funds will be limited to PGS purposes and no persons are authorized to obligate the PGS for any expenditures unless duly authorized by the Executive Board. | |
| 3.07 | Procedures for dissolution of the Pinellas Genealogy Society are as follows: | |
| (A) | Every member in good standing will be mailed an affidavit, which he/she sign to indicate whether they wish to sustain or reject the motion to dissolve the PGS. | |
| (B) | Members will have thirty days to return their affidavit. | |
| (C) | It will take two-thirds majority of those affidavits returned favoring to sustain dissolution. | |
| If dissolution is approved, all assets of the PGS shall be donated to the Largo Library, Largo, Florida, for use and benefit of the Special Collections Department Genealogy Section. | ||
| 3.08 | A quorum at any general meeting will be thirty members. A motion will require a vote of two-thirds of the members present in order to pass. | |
| 4.01 | The Executive Board shall consist of the elected officers, Directors/Trustees, plus the non-elected Editor of the PGS Quarterly and PGS Webmaster. |
| 4.02 | The Executive Board shall meet preceding the general meeting to transact business of the PGS. The President may order a special meeting by calling or writing to all board members. |
| 4.03 | The Executive Board approves proposed expenditures. Expenditures in excess of $250 also requires the approval of a majority of the members present at a general meeting. Expenditures that have already been approved by the PGS members in the annual budget do not require additional approval. |
| 4.04 | The Executive Board may fill the vacancies of an office during the year without elections. |
| 4.05 | The Executive Board is responsible for directing the aims and objectives of the PGS. |
| 4.06 | A quorum of the Executive Board shall consist of six board members. An Executive Board Member holding two Board positions shall be considered as one member. |
| 4.07 | The President will vote on issues before the Executive Board only in the event of a tie vote. |
| 4.08 | All Executive Board positions will be voluntary and non-salaried. |
| 4.09 | Items for action by the Executive Board or the PGS shall be submitted in writing to any Board member, and signed by the member submitting the item. |
| 4.10 | Actions taken at the Board meetings shall be reported at the next regular meeting. All PGS members may attend the Executive Board meetings, but they may not vote or interrupt the proceedings until being invited to speak by the President. |
| 4.11 | The Executive Board shall direct the use and maintenance of the PGS Postal boxes/service. All correspondence concerning taxes, incorporation and insurance shall be received at the official mailing address for the PGS. |
| 5.01 | The elected officers of the PGS are: |
|
President |
Vice President |
Treasurer/Resident agent |
|
Recording Secretary |
Corresponding Secretary |
Seminar Director/Trustee |
|
Finance Director/Trustee |
Education Director/Trustee |
Projects Director/Trustee |
| (A) | These officers are elected and installed for a term of one-year preceding the membership meeting in December. | |
| (B) | The President and Vice President shall be limited to two consecutive terms. | |
| (C) | The outgoing President may choose to assume the duties of the Finance Director/Trustee, provided he/she has served at least six months as President. | |
| (D) | The Treasurer and the Seminar Director/Trustee must be residents of the Tampa Bay area. | |
| 5.02 | The Non-Elected Officers are: | |
|
PGS Quarterly editor |
PGS Webmaster |
| (A) | Both officers serve indefinite terms and will be appointed by the President with consent of the Executive Board. | ||
| 5.03 | Officer Duties and Responsibilities: | ||
| (A) | PRESIDENT: Shall preside over all meetings of the PGS and of the Executive Board and is (with exception of the Nominating Committee) a member ex-officio of all committees. The President shall, with the approval of the Executive Board, appoint a Chair for each standing or special committee. Exceptions are the elected positions of Seminar, Education, and Financial Director/Trustees. The name of the President will be on the signature card at the bank, and he/she may sign checks in the absence of the Treasurer. The name of the President will be registered at the US Post Office as head of the Executive Board and representative in Postal matters (requirements are: letterhead, photo ID and secondary ID). The President will sign all contracts and obligations of the PGS that have been approved by the Executive Board or general membership. The President may authorize any Board Member to temporarily assume the duties of any Board Member who is unable to continue in office. | ||
| (B) | VICE PRESIDENT: Shall assist the President and perform those duties in the absence, inability, or vacancy of the President. The Vice President shall act as Program Committee Chair and be responsible for program scheduling and presentation. | ||
| (C) |
Treasurer/Resident Agent: The Treasurer is the custodian of all funds and financial records of the PGS. Funds received into the treasury are to be deposited in an insured institution approved by the Executive Board. A financial report will be presented at each board meeting and at each general meeting. An Annual Report is required at the year-end to be presented at the January meeting. The Treasurer will close the books at the end of December, and submit all financial records to the Finance Director/Trustee for review by the Auditing Committee no later than the Monday following the first weekend of the New Year. |
||
| The Treasurer will act as Resident Agent, liaison between the Secretary of the State of Florida and the US Department of Internal Revenue. In this capacity, he/she will be responsible for the timely preparation of forms of incorporation and associated tax forms required to secure and protect the Pinellas Genealogy Society’s status of incorporation with the State of Florida (Certificate of Incorporation 751505) and Department of Internal Revenue 501(c)3 non-profit (Federal ID 59-2374859). Copies of filings will be presented to the Financial Director/Trustee for review and placement in PGS records at the Largo Library. | |||
| (D) | Recording Secretary: Shall record the minutes of all meetings and actions taken by the PGS, and will maintain a record of those minutes at the facilities of the PGS at Largo Library. The Secretary will present an Annual Report summarizing the significant actions of the members at the meetings that occurred during the year. The Recording Secretary will store all annual reports submitted by the officers at the PGS Largo Library location. | ||
| (E) | Corresponding Secretary: Shall receive and reply to general correspondence acting as the custodian of those items. The name of the Corresponding Secretary will be registered at the US Post Office as an alternate liaison of the Executive Board and representative in Postal matters (requirements are: letterhead, photo ID and secondary ID). Correspondence concerning potential expenses or policies of the PGS should be discussed with the Executive Board. Postal expenses, boxes, and associated costs are to be included in the budget of the Corresponding Secretary. Distribution of correspondence as follows: research requests, Research Committee; request for speakers, Education Chair; dues/membership, Membership Chair; publication orders/payments, Cemetery/Publication Chair; Treasurer, State of Florida, insurance company, IRS, miscellaneous checks, Treasurer; and others as appropriate. | ||
| (F) | Seminar Director/Trustee: Shall act as producer of the PGS educational Seminar to be presented to members and public annually. The Seminar Director/Trustee may call on assistance from members of the PGS, and any others who are associated and knowledgeable in areas of interest to genealogy. The Executive Board must approve the Annual Seminar budget. | ||
| (G) | Finance Director/Trustee: Shall Chair the Budget Committee and be responsible for annual budget recommendations of the PGS. The Finance Director/Trustee shall chair the Audit Committee. The Finance Director/Trustee shall review PGS annual filings with the State of Florida and the Department of Internal Revenue to insure and protect PGS status with the State of Florida and IRS. The Finance Director/Trustee will represent the Treasurer or President in financial matters in their absence, at which time he/she will also be authorized to sign checks. Should the Treasurer become unable to continue in his/her duties, the Finance Director/Trustee will then assume that position with the approval of the Executive Board. | ||
| (H) | Education Director/Trustee: Shall plan and coordinate the educational activities of the PGS and will maintain the Speakers Bureau. He/she will maintain lists of each committee, i.e., classes, outside speakers and field trips. | ||
| (I) | Projects Director/Trustee: Shall assist the President in supporting the activities of all standing committees and projects. The Projects Director/Trustee may assist the President in recruiting individuals to chair standing committees and assist standing committees by recruiting volunteers as requested. It will be the responsibility of the Projects Director/Trustee to maintain a list of each committee, to include an itemized list of individuals participating in each category. | ||
| (J) | Non-Elected Officers: | ||
| (1) | Editor, The Pinellas Genealogist:Shall be responsible for procuring articles, materials and queries for quarterly publication. He/she will be responsible for all phases of publication up to and including printing. PGS Quarterly expense and postage are to be included in the budget of the Quarterly Editor. The Executive Board shall review any recommendations regarding expenditures involved in publication of the PGS quarterly. | ||
| (2) | Webmaster, the PGS Web Site: Shall prepare and maintain the worldwide web site of the Pinellas Genealogy Society. He/she shall provide procedures for, and coordination of, the uploading process for materials for placement and updates to the PGS web site. He/she shall be responsible for training of the management and maintenance of the web site. | ||
| 6.01 | Circumstance for replacement shall be: | ||
| (A) | Resignation | ||
| (B) | Non-attendance: | ||
| Executive Board members should notify the President or Vice President if they find they will be unable to attend a scheduled Board Meeting. Two consecutive absences without notification/excuse will be cause for review for replacement. | |||
| (C) | Non-performance/malfeasance of duties. | ||
| 6.02 | Replacement Proceedings: | ||
| (A) | In the event of item B or C of Article 6.01, the Board will recommend a motion of commencement for review. | ||
| (B) | Executive under review will be notified of commencement of review process by Certified Mail. If the respondent wishes to plea the action, he must do so within two weeks of receipt of the “Notice of Review.” | ||
| (1) | The Board shall consider a non-response an automatic resignation. | ||
| (2) | The PGS President will recruit for replacement member for Board approval by the next scheduled Board meeting. | ||
| 7.01 | Standing Committees are: | |
| Audit– Chaired by the Finance Director/Trustee | ||
| Budget – Chaired by the Finance Director/Trustee | ||
| By-Laws – Convened as necessary and Chaired by the President or Vice-President | ||
| Cemetery – Chair appointed by the President with advice of the Board of Directors. | ||
| Library Coordination – Chair appointed by the President with advise of the Board of Directors. | ||
| Long Range Planning – Chair appointed by the President with advise of the Board of Directors. | ||
| Membership – Chair appointed by the President with advice of the Board of Directors. | ||
| Public Relations/Media – Chair appointed by the President with advice of the Board of Directors. | ||
| Telephone – Chair appointed by President with advice of the Board of Directors. | ||
| Vital Record Extraction – Chair appointed by the President with advice of the Board of Directors. | ||
| Website – Webmaster appointed by the President with advice of the Board of Directors. | ||
| 7.02 | Standing Committee Responsibilities | |
| (A) | Audit Committee: Under the direction of the Finance Director/Trustee, shall meet annually in January to audit the financial records of the previous calendar year. In the event of the resignation of the Treasurer, or change in the Treasurer position for any reason, the Audit Committee may also convene. It may meet at any other time, if the Board of Directors deems so doing in the best interest of the Society. | |
| (B) | Budget Committee: Under the direction of the Finance Director/Trustee, shall meet annually in November to prepare a draft for the next calendar year. This draft budget will only become effective with approval of the Board of Directors no later than the January meeting. | |
| (C) | By-Laws Committee: Shall be convened every two years at the request of the President. Any Director or any other member of the society may request consideration of a change in by-laws by writing to the President or a Director. | |
| (D) | Cemetery Committee: Under direction of Project Chair. Shall be responsible for canvassing cemetery graves, mausoleums and memorials in Pinellas County areas for which the Society is responsible, and for publishing information gathered into books, web site listings and any other appropriate media. | |
| (E) | Library Coordination Committee: Under direction of the Library Coordination Committee Chair. Is responsible for coordinating management of the Society’s collection of books and other genealogy records, which are housed at the Largo Library. Manage all equipment, files and non-library records of the Society, which are located at the Largo Library. Maintain an inventory of the Society holdings, provide guidance to Society volunteers (with the exception of those under the Volunteer Coordinator) who perform work for the Society at the Largo Library. | |
| (F) | Long Range Planning Committee: Under the direction of the Finance Director/Trustee. Annually proposes to the Board of Directors goals and objectives for membership, projects, finance, and procurement (books, microfilm, microfiche, CD-ROM, etc.). | |
| (G) | Membership Committee: Under the direction of the President. Maintains a roster (membership book and card file) of all active and former members of the Society. Collects annual dues of members. Prepares publicity pertaining to membership in the Society and distributes member-ship materials to new members. Maintains meeting attendance records. | |
| (H) | Public Relations/Media: Under direction of the President. Shall be responsible for all publicity of PGS meetings and events. | |
| (I) | Telephone Committee: Under direction of the President. Calls members to remind them of regular and special meetings the Society. | |
| (J) | Vital Records Extraction Committee: Under the direction of the Project Director/Trustee. Conducts genealogy projects pertaining to the extraction, indexing and publication of Pinellas County Records, i.e., birth, marriage, divorce, death, probate and land records. | |
| (K) | Web Site Committee: Under the direction of the PGS Webmaster. Prepares and maintains the worldwide web site of the Society. Coordinates with other committees to assure that all activities of the Society are adequately covered in the web site. | |
| 8.01 | A Nominating Committee, consisting of three members, shall be approved at the September general meeting. The President will nominate the Chair, and two others shall be nominated or volunteered from the floor. |
| 8.02 | Only individuals who are members in good standing will be considered for election or re-election. |
| 8.03 | At the November general meeting, the Nominating Committee will present a slate of persons so nominated and willing to be elected to office. |
| 8.04 | The Nominating Committee will accept nominations until the close of the November meeting. |
| 8.05 | At the December meeting, the membership chair shall be responsible for authenticating members in good standing and provide each with a ballot authorizing their vote. The Membership Chair will then present to the President the verification of quorum for voting to proceed. |
| 8.06 | The President will announce confirmation of quorum and voting will proceed. No proxy votes will be accepted. |
| 8.07 | The Nominating Committee Chair will collect the completed ballots and assume responsibility for the count. The Chair will subsequently present the results to the President, at which time newly elected officers will be formally announced. |
| 8.08 | The new officers shall be installed at the December membership meeting and all (with the exception of Treasurer) assume their duties at that time. The outgoing Treasurer is to maintain the financial records until 31 December, and then participate in the orderly transfer of those records at the January Executive Board meeting. |
| 8.09 | Outgoing officers should attend the Executive Board meeting in January, at which time all record books will be turned over to the new officers. |
| 9.01 | For purposes of definition in the bylaws the classifications of meetings are as follows: | |
| (A) | Board Meeting – quorum of 6 or more officers meeting to transact the business of the PGS. Board Meetings will be held preceding the General Meetings each month with exception of June, July and August. | |
| (B) | General Meeting – Quorum of thirty or more members of the general membership, meeting for the purpose of conducting the business of the PGS. This is accomplished preceding the monthly Membership Meeting September through May. | |
| (C) | Membership Meeting – Twelve monthly meetings of the general membership during which educational programs are presented. A General Meeting will not precede Membership Meetings held in June, July and August. | |
| (D) | Official Annual Meeting – The General Meeting of the membership held in January during which the Treasurer recaps the financial holdings of the PGS, the Recording Secretary presents to the membership items acted upon by the Executive Board during the prior year. The Budget Committee presents the new budget and President outlines objectives for the coming year. | |
| (E) | Special Meeting – Executive Board Meeting called by the President, two Board members, or petition of six members of the PGS. | |
| 9.02 | General and Membership Meetings of the PGS will be held at 11A.M. on the third Saturday of the month. The Board Meetings begin at 9:30A.M. on the same date as the General Meeting. | |
| 9.03 | Special meetings may be called by the President and two members of the Executive Board or on the written petition of six members of the PGS. The purpose of the special meeting shall be clearly stated and prior notice of three days shall be given. | |
| 9.04 | A quorum at any General Meeting will be thirty members. A motion will require a vote of two-thirds of the members present in order to pass. | |
| 9.05 | A quorum that includes at least six members of the Executive Board must be present at any Board Meeting that will vote on policies and expenditures of the PGS. An Executive holding two Board positions shall be considered as one member. | |
| 9.06 | Any item approved within the past year by the Executive Board shall not be revisited without nine Board members in attendance. | |
| 10.01 | These by-laws may be amended at any general meeting by a two-thirds vote of the members present, providing that the amendment has been submitted in writing to the Executive Board and read at the previous general meeting. |
| 10.02 | The by-laws should be reviewed every other year. |
| 10.03 | Robert’s Rules of Order shall govern the proceedings of the PGS, unless those are not consistent with the by-laws. |
The Executive Board shall change these Standing Rules as conditions deem necessary.
| 1. | Dues: The Executive Board recommends annual dues to be set at $17.00[1] per annum/individual or $24.00 per annum/dual membership for individuals residing at the same address. |
| Individuals or two people residing at the same address who join between July 1st and October 30th of a year will pay $8.00 and $12.00 respectively. | |
| After November 1st individuals may join by paying dues for the coming year and receive all membership benefits in November or December of the year joined; however, they will not be eligible to receive the final quarterly issue of The Pinellas Genealogist. | |
| Lifetime Memberships are also available for a lump payment of $400. | |
| Dues paid in advance will be held in a special fund until the beginning of the fiscal year. | |
| 2. | Volunteers: In accordance with the agreement dated January 17, 1991, between the PGS and Largo Library, the Society will provide genealogy volunteers in the Special Collections Department of the Largo Library, in return, the Library offered to house the Society’s genealogical collection. |
| The volunteers will be under the direction of the Library Coordination Committee Chair. The Society will provide a Library Volunteer Coordinator. The appointment will be made by the PGS President in consultation with the Special Collection Coordinator of the Largo Library. The Library Volunteer Coordinator will arrange the schedules of volunteers and insure that the Society has sufficient volunteers on duty at the specified times. The Library Volunteer Coordinator will not serve for a fixed period of time. Training will be available for all volunteers. | |
| 3. | Special awards: |
| Merit Award: May be awarded to members of the Society whom the Executive Board decides have made a sufficient contribution to merit the award (i.e., Unsung Researcher). No membership dues are waived. | |
| Service Award: Shall be awarded periodically to members of the Society for outstanding service on various PGS committees |
[1] Executive Board approval March 20, 2004; Membership approval April 17, 2004