Pinellas Genealogy Society
By-Laws
2006 Revision

Approved 16 Dec 2006 (the 2005 revision is here)

ARTICLE I   NAME
ARTICLE II   OBJECTIVES
ARTICLE III   MEMBERSHIP
ARTICLE IV   EXECUTIVE BOARD
ARTICLE V   OFFICERS
ARTICLE VI   EXECUTIVE BOARD MEMBER REPLACEMENT
ARTICLE VII   COMMITTEES AND APPOINTED POSITIONS
ARTICLE VIII   NOMINATIONS AND ELECTIONS
ARTICLE IX   MEETINGS
ARTICLE X   RULES OF ORDER
ARTICLE XI   BYLAW CHANGES
    STANDING RULES

 

ARTICLE I                  NAME

The name of this organization will be the PINELLAS GENEALOGY SOCIETY, Inc.  The organization will hereinafter be referred to as the “PGS” in the bylaws.

ARTICLE II                OBJECTIVES

PGS is a 501(c)3 non-profit organization under federal and Florida laws.  The objectives of the organization are to encourage research, publication and preservation of genealogical and historical materials, as well as to instruct and assist PGS members and the public in modern and traditional methods of research.  These objectives shall be accomplished through monthly meetings, workshops, lectures, field trips and other educational activities.

ARTICLE III             MEMBERSHIP

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 Coordinator.
     
3.02 The Executive Board may award Honorary Membership. The classifications of Honorary Membership are:
  (A) HONORARY LIFETIME MEMBER status which may be granted when 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 which may be granted to recognize a significant contribution to, or achievement in, genealogy or the PGS.  Dues are waived for one year.
     
3.03 The Executive Board may expel a member for action 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 contest the notice 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 a 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 the February general 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 expenditure 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 signs to indicate whether the member wishes 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 of those affidavits returned favoring the motion to sustain dissolution.
    If dissolution is approved, all assets of the PGS shall be donated to the Largo Library, Largo, Florida, for the use and benefit of the Special Collections Department Genealogy Section.
     

ARTICLE IV             EXECUTIVE BOARD

4.01 The Executive Board shall consist of the elected and non-elected officers.
   
4.02 The Executive Board shall meet preceding the general meeting to transact business of the PGS.
   
4.03 The Executive Board approves proposed expenditures. Expenditures in excess of $250 also require the approval of two-thirds 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 The President will vote on issues before the Executive Board only in the event of a tie vote.
   
4.07 All Executive Board positions will be voluntary and non-salaried.
   
4.08 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.
   
4.09 Actions taken at the Executive Board meetings shall be reported at the next general meeting.
   
4.10 Any PGS member may attend the Executive Board meetings, but they may not vote or interrupt the proceedings until invited to speak by the President.
   
4.11 The Executive Board shall direct the use and maintenance of the PGS mail facilities and services. All correspondence concerning taxes, incorporation and insurance shall be received at the official mailing address for the PGS.
   

ARTICLE V               OFFICERS

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 during the general meeting preceding the annual meeting.
     
  (B) The Treasurer and the Seminar Director/Trustee must be full time residents of the Tampa Bay area.

5.02 Officer Duties and Responsibilities:
     
  (A) PRESIDENT: Shall have the overall responsibility for the proper operation and conduct of the PGS. The President shall preside over all meetings of the PGS and of the Executive Board and is (with exception of the Nominating Committee) an ex-officio member of all committees. The President shall, with the approval of the Executive Board, appoint a chair for each ad hoc and standing committee with the exception of the Audit and Budget Committees and shall select an individual to fill each appointed position. 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 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 member of the Executive Board to temporarily assume the duties of any member of the Executive Board who is unable to continue in office. The President will be the official liaison between the PGS and Largo Library.
     
  (B) VICE PRESIDENT:  Shall assist the President and perform the President’s duties in the absence or incapacity of the President or in the event that the office of the President is vacated. The Vice President is responsible for program scheduling and presentation at educational meetings and for disseminating all information about the programs.
     
  (C)

Treasurer/Resident Agent:  Shall be 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. The Treasurer shall sign checks for the PGS. The Treasurer will act as resident agent, liaison between the Secretary of the State of Florida and the US Department of Internal Revenue. Copies of filings will be presented to the Financial Director/Trustee for review and placed in the PGS records at Largo Library.

     
  (D) Recording Secretary: Shall record the minutes of all meetings and actions taken by PGS and shall maintain a record of those minutes at the PGS facilities at Largo Library. The Recording Secretary will store all annual reports submitted by the officers, the appointed positions, and standing and ad hoc committees at the PGS Largo Library location.
     
  (E) Corresponding Secretary: Shall be the official correspondent for the PGS. The Corresponding Secretary shall receive and reply to general correspondence and generate other correspondence as directed by members of the Executive Board. The Corresponding Secretary shall be responsible for distribution of correspondence to the appropriate Executive Board members, committees and appointed positions.
     
  (F) Seminar Director/Trustee: Shall act as producer of the PGS educational seminar which is presented to members of the PGS and to the public annually. The Executive Board must approve the annual seminar budget.
     
  (G) Finance Director/Trustee: Shall chair the Budget Committee and present a proposed annual budget, as approved by the Executive Board, to the annual meeting for approval by the PGS membership. The Finance Director/Trustee shall chair the Audit Committee and present the annual audit report of the committee to the Executive Board not later than the annual meeting. The Finance Director/Trustee will represent the Treasurer or President in financial matters should either be absent, at which time he/she will also be authorized to sign checks.
     
  (H) Education Director/Trustee: Shall plan and coordinate the educational activities of the PGS and maintain a roster of PGS members who are prepared to and agree to speak to outside groups (Speakers Bureau). The Education Director/Trustee shall be responsible for disseminating all information about educational activities.
     
  (I) Projects Director/Trustee: Shall be the liaison between the Executive Board and the coordinators of all genealogical projects except as otherwise provided for by the Executive Board. The Projects Director/Trustee will initiate projects; provide guidance to coordinators during projects; and assure the smooth termination of completed or discontinued projects.
     
5.03 Non-elected officers serve indefinite terms and will be appointed by the President with the consent of the Executive Board. The Non-Elected Officers are:

  Editor of The Pinellas Genealogist Webmaster

5.04 Non-elected Officer Duties and Responsibilities
  (A) EDITOR, The Pinellas Genealogist: Shall be responsible for procuring articles, materials and queries and for publishing The Pinellas Genealogist.
       
  (B) WEBMASTER: Shall prepare and maintain the worldwide web site of the PGS as directed by the Executive Board.
       
5.05 All elected and non-elected officers shall prepare an annual report summarizing their respective activities and submit it to the Recording Secretary at the close of the fiscal year.
       
5.06 The President, Treasurer, Financial Director/Trustee and Membership Coordinator shall be bonded.

ARTICLE VI             EXECUTIVE BOARD MEMBER REPLACEMENT

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 Executive 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 Executive Board will initiate a review of the non-performing officer.
(B) The officer under review will be sent a Notice of Review, informing him of the review process, by certified mail. If the officer wishes to contest the action, he must do so within two weeks of receipt of the Notice of Review.
(C) The Executive Board shall consider a non-response an automatic resignation.
(D) The President will select a replacement officer for Executive Board approval by the next scheduled Executive Board meeting.

ARTICLE VII          COMMITTEES AND APPOINTED POSITIONS

7.01 Standing committees are permanent committees of two or more members. The members are appointed annually by the President with consent of the Executive Board. The standing committees are:
     
  (A) AUDIT– Chaired by the Finance Director/Trustee.
     
  (B) BUDGET – Chaired by the Finance Director/Trustee.
     
  (C) BYLAWS – Chair appointed by the President with consent of the Executive Board.
     
  (D) LIBRARY COORDINATION – Chair appointed by the President with consent of the Executive Board.
     
  (E) LONG RANGE PLANNING – Chair appointed by the President with consent of the Executive Board.
     
  (F) TELEPHONE – Chair appointed by the President with consent of the Executive Board.
   
7.02 Standing Committee Duties and Responsibilities
   
  (A) AUDIT COMMITTEE: Shall meet annually in the month following the close of the fiscal year to audit the financial records of the previous fiscal year and prepare the annual audit report which shall be presented at the annual meeting. The committee may be convened at other times as requested by the Executive Board.
     
  (B) BUDGET COMMITTEE: Shall meet annually 60 days prior to the close of the fiscal year to prepare a proposed budget for the next fiscal year. The proposed budget must be approved by the Executive Board before being presented to the membership and will become effective only after approval by the PGS membership.
     
  (C) BYLAWS COMMITTEE: Shall be convened by the President at least every two years to review the bylaws for possible changes. Any member of PGS may request consideration of a change in the bylaws by submitting a proposed change in writing to the Executive Board.
     
  (D) LIBRARY COORDINATION COMMITTEE: Shall be responsible for coordinating the management of the collection of books and other genealogy records, equipment, files and non-library records of the PGS which are located at Largo Library. The committee will maintain an inventory of the holdings of the PGS and provide guidance to volunteers who perform work for the PGS at Largo Library. This committee shall be responsible for procuring all books and other media for the PGS library. The Volunteer Coordinator, as provided for by paragraph II.B. of the Standing Rules, will be a member of the Library Coordination Committee.
     
  (E) LONG RANGE PLANNING COMMITTEE: Shall propose annually to the Executive Board goals and objectives for membership, projects, finance and procurement (books, microfilm, microfiche, CD-ROM, etc.). Projections shall be for periods of one, three and five years.
     
  (F) LONG RANGE PLANNING COMMITTEE: Shall propose annually to the Executive Board goals and objectives for membership, projects, finance and procurement (books, microfilm, microfiche, CD-ROM, etc.). Projections shall be for periods of one, three and five years.
     
7.03 Appointed positions are individual members who are selected annually by the President with consent of the Executive Board. The appointed positions are:
     
  (A) MEMBERSHIP COORDINATOR.
     
  (B) HISTORIAN.
     
  (C) DIRECTOR, THE GREATER LARGO LIBRARY FOUNDATION.
     
  (D) EDITOR, PGS/Library News.
     
  (E) FUND RAISING COORDINATOR.
     
  (F) LIBRARY VOLUNTEER COORDINATOR.
     
7.04 Appointed Position Duties and Responsibilities
     
  (A) MEMBERSHIP COORDINATOR: Shall maintain an accurate roster (computer record, membership book and/or card file) of all active and former members of PGS and maintain meeting attendance records. The Membership Coordinator shall prepare publicity pertaining to membership in PGS, distribute membership materials to new members and collect annual dues of all members.
     
  (B) HISTORIAN: Shall collect documents, photographs, brochures and other items produced by PGS and store them in the PGS archive binders. The Historian shall write interpretive text describing the activities of the PGS to explain and amplify the material collected and archived.
     
  (C) DIRECTOR, THE GREATER LARGO LIBRARY FOUNDATION: Shall represent the PGS on the Board of Directors of the Greater Largo Library Foundation.
     
  (D) EDITOR, PGS/Library News: Shall be responsible for writing and publishing the monthly newsletter of the PGS.
     
  (E) FUND RAISING COORDINATOR: Shall procure items for resale to members and guests to raise funds for the PGS.
     
  (F) F. LIBRARY VOLUNTEER COORDINATOR: Shall be appointed in consultation with the Special Collection Coordinator of Largo Library. The Library Volunteer Coordinator shall arrange the schedules of volunteers; arrange for training of the volunteers; and assure that the PGS has provided sufficient volunteers for duty at the specified times.
     
7.05 AD HOC COMMITTEES: An ad hoc committee is created by the Executive Board for a given purpose. The term of the ad hoc committee is for a specific period of time as set by the Executive Board or until its purpose has been achieved, if sooner.
     
7.06 ANNUAL REPORTS: The chairman of each committee and those persons holding appointed positions shall prepare an annual report summarizing the activities of their respective positions for the year. The report shall be presented to the Executive Board at the last Executive Board meeting of the fiscal year.

ARTICLE VIII        NOMINATIONS AND ELECTIONS

8.01 The Nominating Committee, consisting of three members, shall be approved at the general meeting held three months before the last meeting of the fiscal year. 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 The Nominating Committee shall nominate candidates for the elected officers defined in Article V. At the general meeting held one month before the last meeting of the fiscal year, 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 general meeting held one month before the close of the fiscal year.
   
8.05 At the last general meeting of the fiscal year, the Membership Coordinator shall be responsible for authenticating members in good standing and provide them a ballot authorizing their vote. The Membership Coordinator will verify that a quorum is present.
   
8.06 The President will announce confirmation of a 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 last general meeting of the fiscal year and all (with the exception of Treasurer) assume their duties at that time. The outgoing Treasurer is to maintain the financial records until the last day of the fiscal year and then participate in the orderly transfer of those records at the first Executive Board meeting of the new fiscal year.
   
8.09 Outgoing officers should attend the first Executive Board meeting of the succeeding fiscal year, at which time all record books will be turned over to the new officers.
   

ARTICLE IX             MEETINGS

9.01 For purposes of definition in the bylaws the classifications of meetings are as follows:
     
  (A) EXECUTIVE BOARD MEETING: Executive Board officers meeting to transact the business of the PGS. Executive Board meetings will be held monthly with the exception of June, July and August.
     
  (B) GENERAL MEETING: PGS members meeting for the purpose of conducting the business of the PGS. A general meeting will be held monthly except for the months of June, July and August.
     
  (C) EDUCATIONAL MEETING: Twelve monthly meetings of the general membership during which educational programs are presented.
     
  (D) ANNUAL MEETING: The first meeting of the membership of the fiscal year where the following actions are taken:
     
   
  1. The Treasurer recaps the financial holdings of the PGS.
  2. The Recording Secretary presents an annual report of the significant items acted upon by the Executive Board during the prior year.
  3. The Financial Director/Trustee presents the new budget for approval by the membership.
  4. The President outlines objectives for the coming year.
  (E) SPECIAL MEETING: Executive Board meeting called by the President and two Executive Board members or by 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.
     
9.02 A quorum of the Executive Board consists of a simple majority. A quorum must be present at any meeting of the Executive Board that will vote on policies and expenditures of the PGS. An officer holding two Executive Board positions shall have only one vote.
   
9.03 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.
   
9.04 Any item approved within the past year by the Executive Board shall not be revisited without three-quarters of the Executive Board members in attendance.
   

ARTICLE X                RULES OF ORDER

Robert’s Rules of Order shall govern the proceedings of the PGS unless those are not consistent with the bylaws.
   

ARTICLE XI               BYLAW CHANGES

These bylaws may be amended at any general meeting by a two-thirds vote of the members present, provided that the amendment has been submitted in writing to the Executive Board by an individual or the Bylaws Committee and read at the previous general meeting.

STANDING RULES

Except as otherwise provided by the bylaws, the Standing Rules may be changed by the Executive Board as it deems necessary.

I. DUES:
     
  (A) The Executive Board recommends annual dues be set at $17.00 per annum/individual or $25.00 per annum/dual membership for individuals residing at the same address.
     
  (B) Individuals or two people residing at the same address who join between July 1st and October 30th of a year will pay $8.50 and $12.50 respectively.
     
  (C) After November 1, individuals may join by paying dues for the coming year and will 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.
     
  (D) Lifetime Memberships are available for a lump sum payment of $400.
     
  (E) Dues paid in advance will be held in a special fund until the beginning of the fiscal year.
     
II. VOLUNTEERS:
     
  (A) In accordance with the agreement dated January 17, 1991, between the PGS and Largo Library, the PGS will provide genealogy volunteers in the Special Collections Department of Largo Library. In return, Largo Library will house the PGS genealogical collection.
     
  (B) The volunteers will be under the direction of the Library Volunteer Coordinator as a member of the Library Coordination Committee.
     
III. SPECIAL AWARDS:
     
  (A) Merit Award: May be awarded to a member of the PGS whom the Executive Board decides has made a sufficient contribution to merit the award, i.e., Unsung Researcher. No membership dues are waived.
     
  (B) Service Award: May be awarded periodically to members of the PGS for outstanding service on various PGS committees. No membership dues are waived.
     
IV. JOB DESCRIPTIONS:
     
  Each elected officer, non-elected officer, committee chair and appointed position shall generate and maintain a job description which shall include the specific tasks that must be done to accomplish the general responsibilities spelled out in these bylaws. This description should include guidelines that will assist the next person assuming the position to understand how to do the job effectively. These job descriptions and all updates/revisions shall be submitted to the Recording Secretary prior to the time the Nominating Committee convenes each year.
     
V. OTHER STANDING RULES:
     
  (A) To provide continuity and historical perspective, the outgoing President of the PGS may be considered for the position of Financial Director/Trustee.
     
  (B) The Treasurer will present a financial report at each Executive Board meeting and at each general meeting. The Treasurer will be responsible for the timely preparation of forms of incorporation and associated tax forms required to secure and protect the PGS 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). An annual report is required at the end of the fiscal year to be presented at the annual meeting. The Treasurer will close the books at the end of the fiscal year 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 fiscal year.
     
  (C) The Recording Secretary shall maintain a record of all committees which shall include all committee members and individuals participating in the activities of each committee and shall be the archivist for the annual reports required by paragraphs 5.05 and 7.06 and for the job descriptions required by paragraph IV.
     
  (D) The Projects Director/Trustee will maintain a record of all projects to record the coordinator, the participants, names and locations of related databases, and the names of persons holding any records or other materials essential to the projects.
     
  (E) The Editor of The Pinellas Genealogist will be responsible for all phases of publication up to and including printing. Expenses and postage for The Pinellas Genealogist are to be included in the budget of the editor. The Executive Board shall review any recommendations regarding expenditures involved in publication of The Pinellas Genealogist.
     
  (F) The Webmaster shall provide procedures for, and coordination of, the uploading process for materials for placement on and updates to the PGS web site. The Webmaster shall be responsible for training of the management and maintenance of the web site.