SOUTH BEND AREA GENEALOGICAL SOCIETY BYLAWS
ARTICLE I. NAME:
The name of the organization shall be the South Bend Area Genealogical Society.
ARTICLE II. PURPOSE:
The purpose of this society shall be to collect, preserve and disseminate genealogical knowledge and historical information. Also, to instruct in research and documentation of said information.
The Society was conceived in 1975 by Laureen Bostedt and Fay Lies, with Prudence Michael and Carol Collins as advisors. The first organized meeting was held January 22, 1976 in the Schuyler Colfax Auditorium of the South Bend Public Library under the direction of Jeanne Denham, President.
ARTICLE III. MEMBERSHIP:
Membership is open to anyone interested in the purposes of the Society on payment of the annual dues. The monetary amount of membership dues will be determined by the Board after consideration of the financial status of the Society.
Sec. 1. Classification:
a. Individual membership.
b. Youth Membership - 18 and under.
c. Friend of the Society - Libraries, Businesses, History Museum, etc.
d. Lifetime (Individuals Only).
Sec. 2. Dues:
a. Dues are payable annually.
Sec. 3. Voting Rights:
a. Each individual, youth, friend of the society or lifetime membership shall have one vote.
Sec. 4. Dismissal of Membership:
a. In any case where any member of the Society is deemed by the unanimous vote of the
Board of Directors as a serious detriment to the Society, that membership may be terminated by the Society.
ARTICLE IV. OFFICERS:
Sec. 1. NUMBER: Officers of the Society shall be a President, Vice President, Recording Secretary, Treasurer, and Vice President Membership.
Sec. 2. ELECTION: All Officers shall be elected or re-elected from a slate prepared by the Nominating Committee at the direction of the Board of Directors. Elections will take place every two years, beginning in 2014 at the November members meeting with installation at the January meeting (as provided in Article VI, Sec. 2., and Article IX, Sec. 1.).
Sec. 3. DEATH, INABILITY OR UNWILLINGNESS TO SERVE: In event
of death, inability, or unwillingness of the President to complete his/her term of office, the Vice President shall assume all duties of that office. In the event of death or incapacitation of other officers, the Society Board of Directors shall appoint an interim member to fill that position until the next scheduled general election.
ARTICLE V. DUTIES OF THE OFFICERS:
Sec. 1. PRESIDENT: The President shall be the chief executive officer of the Society, and shall preside at all meetings of the Society, regular or special, and of the Board of Directors, and shall be an ex-officio member of all committees. The President shall ensure fiscal integrity of the Society through instigation of an annual review of the Society's financial records. The President will share signatory authorization with the Treasurer on the Society banking account(s). The President is responsible for sending thank you notes to recognize donations received by the Society.
Sec. 2. VICE-PRESIDENT: The Vice President shall assist the President in carrying out the duties of that office, preside in the absence of, or at the request of the President, and succeed to the office of President for the unexpired term in the event of the inability, or unwillingness of the President to complete his/her term of office. The Vice President shall serve as Communications Coordinator actively promoting all meetings and programs of the South Bend Area Genealogical Society through both traditional and social media outlets.
Sec. 3. RECORDING SECRETARY: The Recording Secretary shall keep an accurate record of all meetings of the Board of Directors and present the minutes of previous meetings for approval. In addition, the Recording Secretary will be responsible for ensuring a summary of the monthly member program is submitted to the Editor of the Quarterly Newsletter for inclusion in the next newsletter. This responsibility may be delegated. The Recording Secretary will also hold the title of Society Archivist and shall be responsible for maintaining records held in the Society office and for the maintenance and updating of the Pertinent Data document for the Society.
Sec. 4. TREASURER: The Treasurer shall be the chief financial officer of the Society, and shall keep an accurate account of the assets and liabilities of the Society. The Treasurer shall be responsible for all receipts and disbursements, paying yearly membership dues to the National Genealogical Society, Federation of Genealogical Societies, and the Indiana Genealogical Society, and shall maintain all financial records required by law for non-profit organizations as defined in Federal and State of Indiana internal revenue codes. The Treasurer shall also file Federal tax Form 990-N and the Indiana state form NP- 20 as required for non-profit, and maintain records required for 501(c)(3) status. The Treasurer shall prepare and present an annual statement to the Society, shall submit a year-end financial statement to the Editor of the Quarterly Newsletter for inclusion in the next newsletter, and shall submit to an annual review of Society financial records as defined by Article V., Sec. 1. The Treasurer will share signatory authorization with the President on the Society banking account(s).
Sec. 5 VICE PRESIDENT MEMBERSHIP: The Vice President Membership shall process membership applications and collect dues to be given to the Treasurer for deposit. The Vice President Membership shall maintain an up-to-date membership roster, including contact information to be used in the mailing of the Quarterly Newsletter, send a "welcome letter" to all new members and be responsible for contacting members whose memberships are past due. The Vice President Membership, with the assistance of the Editor of the Quarterly Newsletter, will coordinate the printing and mailing of the Society's Quarterly Newsletter and shall maintain a file of back issues to be sent when appropriately requested.
ARTICLE VI. BOARD OF DIRECTORS:
Sec. 1. PERSONNEL: The Board of Directors shall consist of the Officers, the Editor of the Quarterly Newsletter, Webmaster and five (5) additional Members-At-Large.
Sec. 2. ELECTION: The five (5) Members-at-Large shall be elected, or re- elected, from a slate prepared by the Nominating Committee at the direction of the Board of Directors. Elections will take place every two years beginning in 2014 at the November members meeting, with installation at the January meeting.
Sec. 3. APPOINTMENTS: The Board of Directors shall appoint an Editor of the Quarterly Newsletter. The Editor shall be responsible for publishing the official newsletter of the Society four (4) times per year. The Editor shall be responsible for collecting and receiving materials to be considered for publication in the Society newsletter and any items specifically requested by the Board of Directors.
The Board of Directors shall also appoint a Webmaster. The Webmaster will be responsible for the maintenance and updating of the SBAGS website and other duties as specifically requested by the board.
Sec. 4. MEETINGS: The Board will meet at least six (6) times a year prior to the monthly member program to conduct the business affairs of the Society.
Sec. 5. QUORUM: Quorum is defined as a simple majority of serving board members.
Sec. 6. RECUSAL. A Board member shall recuse him or herself from any matter in which s/he has a conflict of interest.
ARTICLE VII DUTIES OF THE BOARD OF MEMBERS-AT-LARGE
Each of the five (5) Members-At-Large shall be responsible for chairing one of the five (5) standing committees. Each Member-At-Large shall report to the Board of Directors prior to the regularly scheduled board meetings detailing the activities of the committee, if any, since the last regularly scheduled board meeting.
Sec. 1. PROGRAM COMMITTEE: The Program Committee shall be responsible for setting the yearly program agenda for the monthly member programs, suggesting topics and locating speakers. The Committee will look for opportunities to work with area groups and associations to conduct workshops and programs for the community. The Program Committee shall assist the Spring Conference Committee as needed.
Sec. 2. SPRING CONFERENCE COMMITTEE: The Spring Conference Committee shall be responsible for all facets of the yearly conference, including locating the speaker, selecting the program topics, arranging for meeting rooms, catering, registration of vendor tables, and collecting of entry fees. The Committee is responsible for all advertising of the conference, recruiting volunteers to help at the conference, and for coordinating volunteer efforts.
Sec. 3. GRANT COMMITTEE: The Grant Committee shall research available grants for genealogical records preservation or board activities. The Committee shall be responsible for recommending grants to the Board of Directors and for completing applications for said grants. The Committee shall maintain a report of each ongoing grant project and report to the Board of Directors the progress of each project. The Grant Committee shall explore opportunities to support local groups in their preservation efforts by creating and suggesting ways to fund a South Bend Area Genealogical Society grant fund. The Grant Committee shall work with the Project Committee to locate available funds to support project objectives.
Sec. 4. PROJECT COMMITTEE: The Project Committee shall look for opportunities to index and preserve original genealogical records. The Committee shall suggest projects to the Board of Directors, maintain a current list of ongoing projects and those still to be accomplished and report each project's progress to the Board of Directors. Upon completion of a project, the Committee shall present a summary to the Editor of the Quarterly Newsletter. In addition, the Project Committee is responsible for recruiting volunteers for selected projects and should work closely with the Grant Committee in identifying potential grants available to support the project objective.
Sec. 5. RESEARCH COMMITTEE: The Research Committee shall be responsible for acknowledging requests for research assistance received by the Society and providing said research assistance.
ARTICLE VIII. COMMITTEES:
Sec. 1. APPOINTMENT: The Board of Directors may create any other committee deemed necessary for the accomplishment of the business of the Society, and shall designate the chairperson of such a committee. This includes but is not limited to a Nominating Committee.
ARTICLE IX. MEETINGS OF THE SOCIETY:
Sec. 1. ELECTION MEETING: During a regular member program of the Society held in the month of November, at a time and place determined by the Board of Directors, an election of the Officers and Directors shall be held. The purpose of the election shall be to elect the Officers and Directors of the Society for the coming two-year term of office.
Sec. 2. REGULAR PROGRAM: A minimum of eight (8) programs of the Society shall be held during the fiscal year.
Sec. 3. SPECIAL MEETING: A special meeting may be called by the Board of Directors at any time during the fiscal year. Such meetings shall be conducted according to provisions governing quorum for election or regular meetings.
Sec. 4. QUORUM: Voting may take place at a member program or via electronic format. Each member may vote once and a majority of the responses represents a quorum.
ARTICLE X. FISCAL YEAR:
The fiscal year of the Society shall begin on January 1, and shall terminate on December 31.
ARTICLE XI. PARLIAMENTARY AUTHORITY:
Robert's Revised Rules of Order shall be the authority for all questions of parliamentary procedure.
ARTICLE XII. AMENDMENTS:
The Bylaws of the Society shall be reviewed no longer than two years from the last review by a committee appointed by the Board of Directors and revised or amended by a two-thirds (2/3) vote of the membership of the Society, provided such an amendment proposal is included in the notice of the meeting. Bylaw revisions, or amendments, will be published in the Quarterly Newsletter of the Society.
ARTICLE XIII DISSOLUTION:
In the event of the dissolution of the Society, all funds and tangible assets or revenue from the sale of such assets, shall be distributed at the direction of the Board of Directors to an Indiana organization , or organizations, exempt under section 501(c)(3) of the Internal Revenue Code and having similar
objectives as the Society.
Amended September 2015