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 membership year shall be January
through December. The monetary amount of membership dues will be determined by
the Board after consideration of financial status of the Society
are payable prior to January of the membership year.
individual membership shall have one vote.
ARTICLE IV. OFFICERS:
NUMBER: Officers of the
Society shall be a President, Vice-President, Recording Secretary, Treasurer and Vice President Membership.
ELECTION: All Officers shall be
elected or re-elected from a slate prepared by 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.
DEATH OR INCAPACITATION: In
event of death or incapacitation of the President, 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:
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 audit of the
Society’s financial records.
The President will share signatory authorization with the Treasurer on
the Society banking account.
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 death, incapacity, or resignation of the
President. 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. The
Vice President is responsible for sending thank you notes to recognize
donations received by the Society.
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 providing a summary
of the monthly member meetings and submitting said summary to the Editor of the
Quarterly Newsletter for inclusion in the next newsletter. 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.
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 organizations and maintain records required for 501(c) status. The Treasurer shall prepare and present
an annual statement to the Society, shall submit a year ending financial
statement to the Editor of the Quarterly Newsletter for inclusion in the next
newsletter and shall submit to an annual audit 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.
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 supply of back issues
to be sent when appropriately requested.
ARTICLE VI. BOARD
PERSONNEL: The Board of
Directors shall consist of the Officers, the Editor of the Quarterly
Newsletter, and five (5) additional Members At Large.
ELECTION: The five (5)
members of the Board of Directors
shall be elected or re-elected from a slate prepared by 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.
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 directed by the board.
Sec. 4. MEETINGS: The Board
will meet at least six (6) times a year on the Saturday before the
monthly member meeting to conduct the business affairs of the Society.
QUORUM: Five (5) members of
the Board of Directors shall be present to constitute a quorum.
ARTICLE VII DUTIES OF THE BOARD OF
DIRECTORS AT LARGE
Each of the five (5) Directors At Large
shall be responsible for chairing one of the five (5) standing committees. Each
Director 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
eight (8) monthly member meetings, 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 plan the
yearly Allen County Bus Trip and shall assist the Genealogy Fair Committee as
Sec. 2. GENEALOGY
FAIR COMMITTEE: The Genealogy Fair Committee shall be responsible for all
facets of the yearly Genealogy Fair 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 Genealogy Fair, recruiting volunteers to help at the fair
and for coordinating volunteer efforts.
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 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
projects 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.
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:
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.
ARTICLE IX. MEETINGS
OF THE SOCIETY:
ELECTION MEETING: During a
regular meeting 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.
a. QUORUM: Members present and voting shall
constitute a quorum for the election meeting.
REGULAR MEETING: A minimum
of eight (8) meetings of the Society shall be held during the fiscal year.
a. QUORUM: Members present and voting shall
constitute a quorum for the regular meeting.
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
ARTICLE X. FISCAL
The fiscal year of the Society shall begin
on January 1, and shall terminate on December 31.
ARTICLE XI. PARLIAMENTARY
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
every two years 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
Amended March 2014