CONSTITUTION OF THE MOUSE RIVER LOOP

GENEALOGICAL SOCIETY

 

 

ARTICLE I                        NAME AND PURPOSE

Section 1         The name of the society shall be Mouse River Loop Genealogical Society.

Section 2         The Society has been approved for incorporation under the North Dakota Non-Profit Corporation Act, Section 10-2428, 10-2429, and 10-2430.

Section 3         Application for Tax Exempt Status has been made under Section 501 (c)(3) of the Internal Revenue Code of 1954.  Donations of funds, library books, and/or microfilm to the Society are deductible contributions for purposes of federal income tax returns.

Section 4         The purpose for which the corporation is organized are; to further interest and activity in genealogy; to maintain high standards of research; and to collect, catalogue, and preserve genealogical and historical resources; and shall be an exclusively charitable and educational organization within the meaning of Section 501 (c)(3) of the Internal revenue Code of 1954.

Section 5         Not withstanding any other provisions of these articles, the corporation shall not carry-on any other activities not permitted to be carried on by a corporation exempt from Federal Income Tax under Section 501 (c)(3) of the Internal revenue Code of 1954 (or the corresponding provisions of any future US Internal Revenue Law), or by a corporations contributions, to which are deductible under Section 170 (c)(2) of the Internal revenue Code of 1954 (or the corresponding provisions of any future US Internal Revenue Law).

Section 6         The parliamentary authority not covered by the Society’s Constitution and By-Laws will be Roberts Rules of Order, Revised, 10th Edition.

 

ARTICLE II                MEMBERSHIP

Section 1                      Regular membership in the Society shall be open to any person interested in            genealogy and paying the usual dues.

                        a.            Annual dues must be paid on or before January 1.  Any member whose dues are not received within 45 days of January 1 shall be deleted from the membership rolls.

Section 2                        Charter members shall be those who joined the Society by June 30, 1978.

 

ARTICLE III                        OFFICERS

Section 1         The officers of the Society shall be President, Vice President, Recording Secretary, Corresponding Secretary, and Treasurer.

Section 2         Tenure shall be for one year.  No more than two consecutive full terms for any officer are permitted.

Section 3         The President.

a.       a.       Will be the authorized leader of the Society.

b.      b.      Shall preside at all Society meetings.

c.       c.       Appoints all committee chairpersons of the standing committees, with the approval of the executive board.

d.      d.      Responsible for ensuring all officers and committees’ function in their respective duties.

e.       e.       Stimulates in every possible way the interest and effort of each member for the advancement of the objectives of the Mouse River Loop Genealogical Society.

Section 4         The Vice President.

a.       a.       Assume all duties in the absence of the President. 

b.      b.      In the absence of the Treasurer, the Vice President shall receive payments and give receipts for dues and other monies.

Section 5         The Recording Secretary.

a.       a.       Retains in permanent records the Constitution, the By-Laws, Executive Planning Meeting Minutes, Committee Reports and any other records deemed appropriate by the society.

b.      b.      Maintains accurate records of the proceedings of all Executive Planning and Genealogy Society meetings.

c.       c.       Presides at all Society meetings in the absence of the President and Vice President.

Section 6         The Corresponding Secretary.

a.       a.       Conducts the Society’s general correspondence.

b.      b.      Retains a copy of the Society’s correspondence on file and the accessible to the membership at all times.

c.       c.       Informs the local Chamber of Commerce informed of the current President’s name and address, those people who do genealogical research and all subsequent changes.

d.      d.      Maintains an accurate list of officers, committee chairpersons, and committee members.

e.       e.       Records the minutes of all Society meeting in the absence of the recording secretary.

Section 7         The Treasurer.

a.       a.       Accountable for all finances of the Society.

b.      b.      Responsible for all monies collected, for depositing all Society monies, and for collecting dues.

c.       c.       Maintains accounting records showing all cash receipts and disbursements.

d.      d.      Reconciles the Society’s checking account monthly and submits a spending report at the Executive Planning Meeting.

e.       e.       Notifies members in writing or by telephone 30 days after Jan. 1, if dues have not been paid, that they will be dropped in 15 days from the membership rolls.

f.        f.        ADD, “Submit to the auditing committee the financial records, before the election of new officers.”

g.       g.       Maintains an inventory of the Society’s property.

Section 8         The Board of Directors shall consist of all officers and the past President, and three members at large elected at the annual election meeting.

Section 9         No Officer will be appointed as a Committee Chairperson.  Only when society membership is low, will officers allowed to be Committee Chairpersons.

 

ARTICLE IV               ELECTIONS

Section 1         The Nominating Committee shall present the ballot at the November meeting.  Nominations from the floor will be received at that time.  Consent of all nominees shall have been obtained.  Elections will be held at the December meeting.  New officers will assume their duties at the conclusion of the December meeting.

Section 2         Officers shall be elected by ballot by the majority of the votes cast.  If no candidate receives a majority, there shall be a run-off between those two candidates, who received the most votes.

Section 3         Vacancies in office, for whatever cause, shall be filled by special election or by appointment by the President as deemed appropriate by the Board of Directors.

 

ARTICLE V                COMMITTEES

Section 1         The President, with the recommendation and approval of the Board of Directors shall appoint Committee chairpersons of the standing committees and special committees at the first meeting of the newly elected Board of Directors.

Section 2         Committee Chairpersons will attend all Executive Planning Meetings.

Section 3         All Society members shall serve on at least one committee.

Section 4         All appointments shall be for one year.

Section 5         Program Committee.

a.       a.       Plans educational programs and social events for the Society i.e.; guest speakers, workshops, etc.

b.      b.      Introduce guest speakers and/or programs

c.       c.       Send program changes to the Public Relations Committee as soon as possible.

d.      d.      Give a list of programs, three months in advance to the President, Hospitality Committee, and Public Relations Committee.

Section 6         Ways and Means Committee.

a.       a.       Investigates fund-raising projects, which will raise sufficient funds for the Society’s projects and other approved expenditures.

b.      b.      Fund raising projects should be limited to one or two major efforts a year, if possible.

c.       c.       Presents recommendations on all fund raising projects for approval at the DELETE, “Regular Membership Meeting.”  ADD, “Executive Planning Meeting”.

Section 7         Public Relations (Publicity) Committee

a.       a.       Informs newspapers and other media of meeting places and dates.

b.      b.      Inform newspapers and other media of upcoming events, workshops, ways and means projects, and special events.

Section 8         Hospitality Committee

a.       a.       In-charge of lunch arrangements, refreshments, and notify volunteers one week in advance of meetings.

b.      b.      Greets new members and guests.

c.       c.       Sends cards of condolence, congratulation, thank you, and other appropriate events to the Society members and guest speakers.

d.      d.      Obtains a list of programs from the Program Committee.

e.       e.       Updates the Society welcome package as necessary.

Section 9         Editorial Committee.

a.       a.       Puts together and publishes the Record of the Society four times a year or as funds allow.

b.      b.      Brings to the membership ideas for books and microfilm, which may be educational.

c.       c.       Will consist of at least four members rotating one member off and one new member on each year.

Section 10         Membership and Circulation Committee.

a.       a.       Maintains current mailing list of the members and exchange list.

b.      b.      Conducts at least one membership promotion per year.

c.       c.       Mails and distributes the Record of the Society.

Section 11         Archives Committee.

a.       a.       Presents recommendations for collection projects.

b.      b.      Maintain a history of the Society, noting the Society’s achievements, special events and projects, etc.

Section 12         Queries Committee

a.       a.       Keeps on file all queries and their answers.

b.      b.      Ensures all queries receive answers in a timely manner.

Section 13                        Computer Interest Committee

a.       a.       Maintains the societies website and ensure it is updated as required.

b.      b.      Conducts at least two programs per year on computer use and the Internet as it pertains to genealogy.

c.       c.       Provides one-on-one training to society member’s requesting computer program assistance.

d.      d.      Submits recommendations for new computer programs and equipments.

 

ARTICLE VII              OFFICIAL PUBLICATION

Section 1         The official publication of the Mouse River Loop Genealogical Society will be the North Central North Dakota         Genealogical Record to be published quarterly.

 

ARTICLE VIII                        AMENDMENTS

Section 1         These Articles may be amended by a 2/3 majority vote by members present at a Genealogy meeting.  All proposed changes to the Constitution or By-laws shall be submitted in writing and distributed to the members prior to the Genealogy meeting.

 

ARTICLE IX         INCREMENT OF INCOME

Section 1         No par of the net earnings of the Society shall inure to benefits of, or distribute to its members, trustees, officers or other private persons.  Except that the Society shall be authorized and empowered to pay the reasonable compensation for services rendered.

 

ARTICLE X         DISSOLUTION

Section 1         In the event that the Society shall be dissolved, the Minot Public Library, having first opinion, and the North Dakota Historical Society, having second opinion, shall assume the assets of the Society.  Any money should be used for the purchase of genealogical materials.

Section 2            Upon the dissolution of the Society, the Board of Directors shall after paying or making provisions for the payment of all the liabilities of the Society.  The Board of Directors shall dispose of the assets exclusively for the purpose of the Society, to an organization or organizations organized and operated exclusively for charitable, religious, or scientific purposes.  The organization or organizations at that time must qualify as a tax exempt (non-profit) organization or organizations under Section 501 (c)(3) of the Internal Revenue Code of 1954 (or the corresponding provisions of any future US Internal Revenue Law) as the Board of Directors shall determine.  Any such assets not so disposed by the Court of Common Pleas of the county in which the principal office of the Society is then located, exclusively for such purposes or organization or organizations as the said Court shall determine, which are organized and operated exclusively for such purposes.

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