BYLAWS !>
Roots & Branches Genealogical Society of West Volusia County


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BYLAWS
ROOTS AND BRANCHES GENEALOGICAL SOCIETY
OF WEST VOLUSIA COUNTY
REVISED DECEMBER 2008

ARTICLE I - NAME

Section 1.01 The name of this organization is the Roots And Branches Genealogical Society of West Volusia County

ARTICLE II - PURPOSE

SECTION 2.01 The purposes of the Society are:

a. to stimulate and promote interest in genealogical and historical research
b. to provide instruction in the use of efficient mechanics and adherence to scientific principles of accuracy and thoroughness in research
c. to champion advanced ethical standards and to discourage and oppose incompetent and disreputable practices and researchers
d. to foster careful documentation and otherwise promote scholarly writing
e. to collect, preserve and disseminate knowledge and information with reference to genealogical and related historical, biographical and heraldic data

ARTICLE III - Board of Directors

Section 3.01 Individual and family memberships in the Society shall be open to any and all persons who subscribe to the purposes of the Society.

Section 3.02 Any person who meets the requirements to become an individual member and pays one lump sum fee equal to twenty times the annual membership fee shall be a member for life.

Section 3.03 An Honorary Lifetime Membership may be bestowed on a person for exceptional service to the Society and/or the practice of genealogy.

Section 3.04 Each member shall be asked to provide a pedigree chart of the member or a related family upon becoming a member. Charts may be revised from time to time as circumstances require and are to be deposited with the Pedigree Chart Chairman

Section 3.05 Each new member and each renewing member will be provided with a name tag card for the current fiscal year. The Treasurer will provide a Membership Card upon request of a member.

 

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ARTICLE IV - Officers

Section 4.01 The officers of the Society shall be selected from the membership and shall be: President, 1st Vice President, 2nd Vice President, Treasurer, Recording Secretary, and Corresponding Secretary.

Section 4.02 The term of office shall be two years.

Section 4.03 Officers shall be elected by a majority vote and installed at the Annual Business Meeting.

Section 4.04 The Board of Directors shall fill a vacancy in any elective position until the next regular election.

ARTICLE V - Duties of Officers

Section 5.01 The President shall
a. preside at all meetings of the Society and of the Board of Directors
b. call special meetings of the Society and/or the Board or Committees, except the Nominating Committee
c. appoint all committee chairmen not otherwise provided for
d. be an ex officio member of all committees except the Nominating Committee
e. co-sign or sign checks
f. perform all other duties which are connected with the office of President.

Section 5.02 The 1st Vice President, in the absence of the President shall perform the duties
of the President and in so doing shall have all the powers of and be subject to all the restrictions of the President.
The 1st Vice President shall also serve as the coordinator of the Program and Publicity committees.

Section 5.03 The 2nd Vice President shall assume the duties of the 1st Vice President in the 1st Vice
Presidentís temporary absence. The 2nd Vice President shall be chairman of the Membership Committee.

Section 5.04 The Treasurer shall
a. receive and be responsible for all dues and other funds received by the Society
b. keep accurate records thereof
c. deposit in a bank or other financial institution approved by the Board of Directors
d. pay bills and/or make purchases in accordance with procedures approved by the Board
e. prepare accurate and detailed financial reports and
f. read a financial report at all meetings
g. provide all officers with a current active membership roster
h. notify members whose dues are in arrears after three months into the fiscal year.

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December 2008

Section 5.05 The Recording Secretary shall keep a minute book of proceedings of the Society and shall maintain copies of important documents as needed, including an official copy of these Bylaws.

Section 5.06 The Corresponding Secretary shall
a. conduct the correspondence of the Society and maintain copies
b. provide notices of all meetings
c. collaborate with the Board in the preparation and mailing of the Society newsletter
d. be responsible for the regular collection of the Societyís mail, routing the mail to appropriate officers or committee chairmen

Section 5.07 All officers shall formally deliver to their successors, within thirty days after election to a higher office or replacement, all records and property of the Society in their custody.

 

ARTICLE VI - MEETINGS QUORUM AND VOTING

Section 6.01 The Societyís regular meetings, unless otherwise ordered by the Board of Directors, shall be scheduled once each month from September to June inclusive. Meetings will normally be held in the DeLand Public Library.

Section 6.02 The Board shall meet within twenty-one days before each regular meeting and at other times at the call of the President.

Section 6.03 A quorum of twenty members shall be required to conduct business.

Section 6.04 Voting on routine matters will normally be by voice vote or show of hands. No proxy voting shall be allowed. A majority is required for the passage of any motion.

Section 6.05 Robertís Rules of Order shall be the parliamentary authority to be followed in meetings of the Society.

 

ARTICLE VII - BOARD OF DIRECTORS

Section 7.01 The Board of Directors shall manage the affairs of the Society.

Section 7.02 The Directors shall be the President, 1st Vice President, 2nd Vice President, Treasurer, Recording Secretary, Corresponding Secretary and immediate Past President.

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Section 7.03 The Directors shall
a. set place, dates and times of meetings
b. authorize the organization of committees
c. fill vacancies in all unexpired terms of officers and directors
d. review annually the dues structure and make recommendations for any changes at the annual business meeting
e. approve the method of keeping financial records
f. arrange for an audit of financial records
g. manage any other business related to the purposes of the Society

ARTICLE VIII - COMMITTEES

Section 8.01 The Nominating Committee shall consist of a chairman and two members appointed by the President at least three months prior to the annual business meeting. The committee shall submit the name of at least one nominee, with his/her consent, for each elective office. The Committee shall report to the membership its proposed slate at the November regular meeting. The election will take place at the annual business meeting. Additional nominations may be made from the floor at the annual meeting.

Section 8.02 The Program Chairman shall be responsible for the planning and execution of programs for regularly scheduled meetings, workshops, seminars, field trips, and related activities.

Section 8.03 The Publicity Chairman will work closely with the Program chairman. The Publicity Chairman shall see that the news media, societies and other groups are provided timely written information on the activities sponsored by the Society to maximize attendance by members and guests at each event. The chairman may appoint committee members as required.

Section 8.04 The Book Committee shall consist of a chairman and at least two other members of the Society appointed by the President. The committee shall review current genealogy catalogs and magazines, working closely with a library employee to select appropriate materials to supplement the present collection of the DeLand Library Genealogy Room. The orders will be processed by the Society.

Section 8.05 The Library Committee shall consist of no less than three chairmen:

(a) Vertical File Chairman,
(b) Pedigree Chart Chairman, and
(c) Volunteers Chairman.

a.The Vertical File Chairman shall be responsible for accepting donations of materials for the Vertical File, creating new files and index cards/lists as necessary.

b.The Pedigree Chart Chairman shall be responsible for collecting a five-generation chart from each member and maintaining an index of the charts. A copy of this index shall be kept in the Genealogy Room.

c.The Volunteers Chairman shall secure volunteers to staff the Genealogy Room in the library and organize their schedules. The goal is to have a volunteer on duty in the Genealogy Room whenever the library is open.> 

Section 8.06 The Auditing Committee shall consist of one to three members appointed by the President. Thirty days prior to the Annual Business Meeting the committee shall conduct an audit of the fiscal records of the Treasurer and shall submit a report with any recommendations to the membership at the annual business meeting. 

Section 8.07 The Budget Committee shall be the Board of Directors. The budget as approved by the Board will be presented by the President to the membership for approval and adoption at the general meeting following the annual business meeting.

Section 8.08 The President will appoint an ad hoc or other special committees which the Board may consider necessary.

Section 8.09 All chairmen shall formally deliver to their successors, within thirty days after replacement, all records and property of the Society in their custody.

ARTICLE IX - DUES AND FISCAL YEAR

Section 9.01 The fiscal year of the Society shall begin January 1.

Section 9.02 The meeting held in December shall be known as the annual business meeting.

Section 9.03 All dues are due and payable as of January 1.

Section 9.04 New members, joining after the October meeting need not pay dues for the current year. Dues collected with the application will be applied to the next fiscal year, and the new member will be notified accordingly.

ARTICLE X - CONTRIBUTIONS AND GIFTS

SECTION 10.0. The Nominating Committee shall consist of a chairman and two members appointed by the President at least three (3) months prior to the Annual Business meeting. The committee shall submit the name of at least one nominee, with his/her consent, for each elective office. The Committee shall report to the membership it's proposed slate at the November general meeting. The election will take place at the December Annual meeting. Additional nominations may be made from the floor at the Annual meeting.

Section 10.01 The Board shall have the authority to accept contributions and gifts from organizations and individuals on behalf of the Society. 

SECTION 10.02. The "Program" chairman shall be responsible for the planning and execution of programs for regularly scheduled meetings plus workshops; seminars; field trips and related activities.

 

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SECTION 10.03. The "Publicity" chairman will work closely with the Program chairman. The Publicity chairman shall see that the News Media and Societies, and other groups, ar provided written information on the activities sponsored by the Society (Roots & Branches) in a timely manner so as to maximize attendance by members and guests at each event. The chairman may appoint committee members as required.

SECTION 10.04. The Book Committee shall consist of a chairman and at least two other members of the Society appointed by the President. The committee shall review current genealogy catalogs and magazines, working closely with a genealogy library employee to select appropriate materials to supplement the present collection of the DeLand Library Genealogy Room. The orders will be processed by the Society.

SECTION 10.05. The Library Committee shall consist of no less than four (4) chairmen, representing (A) The Vertical File Committee (B) The Pedigree Chart Committee (C) The Forms Committee and (D) The Volunteers Committee.

A. The Vertical File Chairman shall be responsible for accepting donations of materials for the Vertical file, creating new files and index cards/lists as necessary.

B. The Pedigree Chart Chairman shall be responsible for collecting a five generation chart from each member, and maintaining an index of said charts. A copy of this index shall be kept in the Genealogy Room.

C. The Forms "For Sale" Chairman shall be responsible for maintaining an adequate supply of forms in the Genealogy Room for resale to the library patrons. The forms to be sold and the cost of said forms shall be determined by the Board.

D. The Volunteers Chairman shall secure volunteers to staff the Genealogy Room in the library and organize their schedules. The objective being to have a volunteer on duty in the Genealogy Room whenever the library is open.

SECTION 10.06. The Auditing Committee shall consist of one to three members appointed by the President. Thirty (30) days prior to the Annual Business Meeting, the committee shall conduct an audit of the fiscal records of the Treasurer, and shall submit a report together with such recommendations as may be warranted to the membership at the Annual Business Meeting.

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SECTION 10.07. The Budget Committee shall be chaired by the President and may include the 1st Vice President, the Treasurer and the immediate Past President. Other members may be added at the discretion of the chairman. The committee may prepare a budget for review by the Board immediately after the Annual Business Meeting. The budget as approved by the Board will be presented, by the President, to the membership for approval and adoption at the general meeting following the Annual Business Meeting.

SECTION 10.08. The President will appoint an Ad Hoc or other special committee which the membership of the Board may consider necessary.

SECTION 10.09. The President shall be an ex-officio member of all committees except the nominating committee.

SECTION 10.10. All chairmen shall formally deliver to their successors, within thirty (30) days after replacement, all records and property of the Society in their custody.

ARTICLE XI - Publications

SECTION 11.01 A genealogical newsletter may be published by the Society at the discretion of the Board.

ARTICLE XII - Depository

SECTION 12.01. The DeLand Public Library is designated as the official depository of the Society's genealogical records. These materials will be deposited and shall include, but not be limited to, family histories, Bibles, documents, biographies, wills and records. In addition, copies of all Society publications, including copies of the current Bylaws and minutes, will be deposited. The materials shall become part of the DeLand Public Library.

ARTICLE XIII - Dissolution

SECTION 13.01. The Society may be dissolved at any time by a two-thirds vote of all members.

SECTION 13.02. In the event of dissolution: the residual assets of the organization will be turned over to one or more organizations which themselves are exempt organizations as described in sections 501 (C) (3) and 170 (C) (2) of the Internal Revenue code of 1954, as amended, or to the federal, state, or local government exclusively for public purpose.

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ARTICLE XIV - Order of Business

SECTION 14.01. The order of business at meetings of the Society shall be:

A. Reading and approval of the previous meeting's minutes.
B. Report of the Treasurer.
C. Communications
D. Report of Officers and Committee Chairmen, if any.
E. Old Business
F. New Business
E. Election and installation of officers (Annual Meeting)
H. Program
I. Adjournment

SECTION 14.02 Robert's Rules of Order shall be the parliamentary authority to be followed in meetings of the Society.

ARTICLE XV - Amendment
Of The Bylaws

SECTION 15.01. The Bylaws of the Society may be amended by a two thirds (2/3) vote of the members at any regular, annual or special meeting of the Society, provided the amendments have been presented to the Society membership at least thirty (30) days in advance.

SECTION 15.02. When an amendment to the Bylaws is brought to the floor for a vote, it can be amended by a majority vote of the members present.

SECTION 15.03. A newly adopted bylaw shall take effect at the close of the annual meeting unless otherwise stipulated.

Bylaws Committee
Rosemary Sutton, President
Robert Weaver, 2nd Vice President
Mary Ann Cring, Treasurer
Mary Lois Kelley, Recording Secretary
Carol Izzo, Newsletter Editor
Revised December 2008

 

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