CHEROKEE COUNTY GENEALOGY SOCIETY BY-LAWS


 

 


BY-LAWS OF THE CHEROKEE COUNTY GENEALOGICAL SOCIETY

AS AMENDED 3-13-2006

ARTICLE - I - NAME

Section I

The name of this organization shall be CHEROKEE COUNTY GENEALOGICAL SOCIETY

The location shall be JACKSONVILLE, TEXAS

The business address shall be P.O. BOX 1332, JACKSONVILLE, TEXAS 75766

 

ARTICLE - II - PURPOSE

Section 1

The purpose of this Society shall be:

(1) To bring together persons who are researching family history and to promote fellowship and co-operation among them.

(2) To foster, stimulate and share ideas, information, methods, and practices in family research as well as act as a training agency for persons interested in genealogical research.

(3) To collect, preserve and make available to interested persons, material on family history, with special emphasis on research material concerning past and present families in the Cherokee County area and adjacent areas.

(4) No part of the net earnings of the Society shall inure to the benefit of or be distributable to its members, officers, directors, representatives, or other private persons, except that the Society shall be authorized and empowered to pay reasonable

compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in these By-Laws. No substantial part of the activities of the Society shall be the carrying on of propaganda, or otherwise attempting

to influence legislation and the Society shall not participate in or intervene in (including the publishing or distribution of statements) any political campaign on the behalf of any candidate for public office.   Notwithstanding any other provision of these articles, this Society shall not carry on any other activities not permitted to be carried on (a) by a corporation exempt from Federal income tax under section 501(c)(3) of the Internal Revenue Code (or the corresponding provision of any future United States Internal Revenue Law) or (b) by a corporation, contributions to which are deductible under section 170(c)(2) of the Internal. Revenue Code of 1954 (or the corresponding provision of any future United States Internal Revenue Law).

(5) Upon the dissolution of the Society, the Executive Board shall after paying or making  provision for the payment of all liabilities of the Society, dispose of all the assets of the Society exclusively for the purposes of the Society in such a manner, or to such organization or organizations organized and operated exclusively for charitable, educational, religious or scientific purposes as shall at all times' qualify as an exempt organization or organizations under section 501(c)(3) of the Internal Revenue Code of 1954, (or the corresponding   provision of any future United States Revenue Law), as the Executive Board shall determine. Any such assets not so disposed of shall be disposed of by the Court of the County in which the principal office of the Society is then located exclusively for such  purposes or to such organization or organizations as said Court shall

determine, which  are organized and operated exclusively for such purposes.

(6) To co-operate, to the extent practicable, with other similar societies and associations that are interested in genealogy and history.

(7)  To encourage those officials in charge of public records, genealogical, and  historical collections, to preserve them and make them readily accessible to  interested persons.

(8)  To encourage respect for and preservation of the family unit.

 

Section-2

The said Society is organized exclusively for educational, scientific and literary  purposes, including, for such purposes, compiling and distributing genealogical  research publications.

 

Section-3

Said Society is formed as a non-profit organization and such monies or items of  value received shall go for stated purposes of the Society.

 

ARTICLE - III - MEMBERSHIP

 

Section-1

Membership shall be open to anyone interested in subscribing to the purposes of this  Society, whether living in the general area or elsewhere, upon payment of dues.

 

Section-2

A member shall have all the duties and privileges of member-ship and shall be  encouraged to bring in new members and generally promote the objectives and  aims of the Society.

 

Section-3

Members shall be encouraged to file a pedigree chart within one year after joining  and add to said chart as progress is made, thereafter.

 

Section-4

A member who fails to pay annual dues within 30 days after the beginning of the  membership year shall be considered delinquent and dropped from the membership  and mailing list. If membership is reinstated later and newsletters have to be mailed  individually, postage must be charged. Back newsletters supplied IF available.

 

ARTICLE - IV - DUES

Section-1

Membership dues shall be $15.00 for each single membership or $20.00 for 2 (two) memberships in the same household.

 

 

Section-2

Membership year shall begin September 1, and dues are payable on that date. Dues  will be accepted and considered on time if received not later than September 15.

 

ARTICLE - V - MEETINGS

Section-1

Regular meetings will be held on the second Monday of each month at 7:00 P.M., September through May.

 

Section-2

At such times as the meeting falls on or near a conflicting date, the Executive Board is empowered to set a date for that month.

 

Section-3

Special meetings may be called by the Executive Board and/or 5(five) members of the Society, provided the members are notified 3(three) days in advance, stating the purpose for which the meeting is called.

 

Section-4

Those members in good standing in attendance shall constitute a quorum and a two-thirds (2/3) vote of members shall decide the matter or the question.

 

Section-5

The newly elected Executive Board shall hold a minimum of one meeting prior to the month of September. Special meetings of the Executive Board may be called by the President or upon written request of at least three members of the Executive Board.

 

Section-6

5{five) members of the Executive Board at any meeting shall constitute a quorum.

 

SUGGESTED ORDER OF BUSINESS

(1)  Call to order

(2)  Pledge of allegiance and prayer, at the discretion of  the presiding officer

(3)  Reading of the minutes of previous meeting

(4)  Treasurer's Report

(5)  Officer's Reports

(6)  Committee Reports

(7)  Unfinished Business

(8) New Business

(9) Program

(10) Announcements

(11) Adjournment

 

ARTICLE  - VI - OFFICERS AND EXECUTIVE BOARD

Section-1

The Officers of this Society shall be:

(1) President

(2) 1st Vice President

(3) 2nd Vice President

(4) Secretary

(5) Treasurer

(6) Editor

    (a)    Co-Editor

    (b)    Circulation Manager

(7) Historian

(8) Public Relations Director

(9) Projects Director

(10) Web Page Editor

 

Section 2

An elective officer shall serve for a term of one year with no limit to the number of terms he/she may be re-nominated and re-elected.

 

Section-3

Officers shall be elected in the following manner. At the regular meeting held on the second Monday in February, a Nominating Committee of three members shall be elected by the Society. Nominations for this committee shall be from the floor with any one member being limited to one nomination. The Nominating Committee shall present a roster of officers for election at the regular March meeting. Nominations from the floor shall be permitted. The officers shall be elected at the regular April meeting and installed at the regular May meeting to assume their duties at the regular September meeting. The

President may determine the method of voting and appoint tellers to count the vote if a secret ballot is requested.

 

Section-4

The Executive Board shall consist of the above officers and the immediate past president.

 

ARTICLE - VII - THE DUTIES OF OFFICERS AND EXECUTIVE BOARD

Section-1

 The President shall:

(1) Preside at all regular meetings of the Society.

(2) Preside at all meetings of the Executive Board.

(3) Appoint the chairperson of special committees (except the nominating committee).

(4) Collaborate with each committee in the selection of  committee members.

(5) Serve as an ex-officio member of all committees (except the nominating committee).

(6) Perform such additional duties assigned by the Executive Board.

(7) Appoint at his/her discretion a parliamentarian to advise him/her in matters of parliamentary procedure.

 

 Section-2

The 1st Vice President shall:

(1) Preside at all meetings in the absence of the president.

{2) Serve as the program chairperson.

 

Section-3

The 2nd Vice President shall:

(1) Assume the duties of the president or 1st vice president in their absence.

(2) Serve as chairperson of the membership committee.

 

Section-4

The Secretary shall:

(1) Keep a factual and unbiased record of all proceedings of all meetings of the Society and the Executive Board.

(2) Furnish to the president as soon as possible and prior to the next meeting a copy of said record.

(3) Have custody of the By-Laws and shall handle all of the general correspondence.

(4) Handle correspondence of appreciation and other correspondence deemed necessary by the Society.

(5) Read all pertinent communications at the meetings.

(6) Bind the minutes at the close of each year and submit to the Historian for housing and future reference.

 

Section-5

The Treasurer shall:

(1) Assume the duties of president in the absence of the president, 1st vice president, 2nd vice president.

(2) Receive all the income of the Society and give receipts therefor.

(3) Keep accurate records of all receipts and disbursements.

(4) Deposit all funds in the Society bank account at a. local bank in Jacksonville, Texas, to be decided upon by the Executive Board.

(5) Pay by check expenditures not to exceed $100.00 unless authorized by the membership.

(6) Submit books in September for the annual audit by an auditing committee.

(7) Give a report at each regular meeting as to the amount for budget.

 

Section-6

A. The Editor shall be the chairperson of Publications and Sales Committee (see Article IX, Section 4)

B. The Co-Editor (elected at the request of the Editor to assist in the publication of the TREE TALK bulletin) shall:

(1) Receive all incoming mail and deliver exchange periodicals to the Historian at the next regularly scheduled meeting.

(2) Answer any letter inquiring about Cherokee County Genealogical Society and attach copies of our membership application and "List of Publications" available.

(3) Edit queries received for publication in TREE TALK and present in copy-ready form for publication in the next issue of the bulletin.

(4) Forward all checks and monies received for membership fees or book orders to the Treasurer and notify the Editor of new members, membership renewals, and book orders.

(5) Maintain the Mailing List, Former Member List and Non-Member Contact List and furnish copies of these lists to the Membership Committee.

(6)Perform other related duties with mutual agreement of the Editor and Co-Editor.

 

C. The Circulation Manager/s shall:

(1) Receive the printed TREE TALK from the Editor.

(2) Attach address labels and batch by zip codes according to U.S. Postal Service rules, and

(3) Mail the completed Tree Talk.

 

Section-7

The Historian shall be the chairperson of the Historical and Library Committee.

The Historian shall:

 (l) Maintain a scrapbook of pertinent information on the activities of the Society.  This scrapbook will be kept on file in the genealogy periodical room of the Jacksonville Public Library.

(2) Receive a copy of the minutes of each year from the secretary and file such copy in the binder of minutes on file in the genealogy periodical room of the Jacksonville Public Library.

(3) Receive all exchange publications from the editor and file such in the genealogy periodical room of the Jacksonville Public Library.

4) Receive all books, catalogues and donated genealogical material and acknowledge receipt of and thanks for same.

 

Section-8

The Public Relations Director shall:

(1) Be responsible to see that news of the Society appears in all appropriate news media.

(2) Make a report of the monthly meeting to the local newspaper.

(3) Be responsible for registering members and guest in attendance at each meeting and file an annual report with the

Secretary.

 

Section-9

The Projects Director shall chair the Projects Committee and promote education in genealogy. (See ARTICLE IX, Section 5)

 

Section 10

The Web Page Editor shall be the chair-person of the Web Page committee and a member of the Publication and Sales Committee.

 

Section 11

The Executive Board shall;

(1) Have general supervision of the Society between its regular meetings.

(2) Make recommendations to the Society.

(3) Perform such other duties as are specified in these By-Laws.

(4) Be subject to the orders of the Society and none of its acts shall conflict with the action taken by the Society.

 

ARTICLE - VIII - COMMITTEES

Section-1

There shall be six standing committees:

(1) Programs and Arrangements.

(2) Membership.

(3) Finance and Memorial.

(4) Publications and Sales.

(5) Projects.

(6) Historical and Library.

(7) Web Page Committee

 

ARTICLE - IX - DUTIES OF THE STANDING COMMITTEE

Section-1

The Programs and Arrangements Committee shall:

(1) Be chaired by the 1st Vice President.

(2) Be responsible in arranging for appropriate programs.

(3) Secure adequate meeting places.

 

Section-2

The Membership Committee shall:

1) Be chaired by the 2nd Vice President.

(2) Solicit new members and lead in promoting interest in the Society.

 

Section-3

The Finance and Memorial Committee shall:

(1) Be chaired by the Treasurer.

(2) Press for prompt payment of dues.

(3) Provide Membership Committee with update of paid members.

(4) In the event of the death of a member, spouse, sibling, child or the parent of a member of the Society select an item for a Memorial gift as a donation to a library located in Cherokee County as deemed appropriate by the chair person. Memorials may be combined to secure a more beneficial gift.

 

 

Section-4

The Publication and Sales Committee shall:

(1) Be chaired by the Editor.

(2) Edit and publish the official publication of the society on a quarterly basis with a Fall, Winter, Spring, and Summer edition.

(3) Compile, edit, publish and advertise the Society's publications for sale as a source of income for the Society.

(4) Handle sales, distribution and advertising of all regular and special publications of the Society.

(5) Be responsible for the sale of charts, forms and other supplies offered by the Society.

(6) Publish a current membership roster in the Winter issue of "TREE TALK".

 

 

Section-5

The Projects Committee shall:

(1) Be chaired by the Projects Director.

(2) Conduct at least one workshop or seminar annually and shall be responsible for making appropriate arrangements.

(3) Plan at the discretion of the committee and according to member interest, field trips.

(4) Design programs to stimulate interest in beginning genealogy that may be presented to students and/or beginning genealogist.

 

Section-6

The Historical Committee shall:

(1) Be chaired by the Historian.

(2) Receive and record all material of a genealogical or literary nature. The material shall then be delivered

to the Jacksonville Public Library for shelving in the genealogical section.

(3) File all exchange publications in the appropriate boxes in the Jacksonville Public Library on a regular basis.

 

Section 7

The Web Page Committee shall:

(1) Select the Web Page Server Vendor.

(2) Edit and maintain the Official Web site of the Society.

(3) Advertise the Society's publications for sale on the Web Page.

(4) Advertise and solicit membership in the Society on the Web Page.

(5) Comply with the Basic County Page Requirements of the Texas GenWeb Project as may be required by the Texas GenWeb Coordinator.

(6) Furnish a copy of the Web Page to the Historian annually and upon major revision.

 

ARTICLE - X - PUBLICATIONS

Section-1

The official publication of the Cherokee County Genealogical Society shall be "TREE TALK".

(1) "TREE TALK" shall be published on a quarterly basis witha Fall, Winter, Spring, and Summer edition to contain news and activities of the Society. It will also incorporate any news of historical or genealogical interest and available source records of the area to the Society.

(2) Any extra copies of "TREE TALK" are to be gathered and bound each year for sale.

 

Section-2

Other publications shall be compiled which shall be offered for sale to serve as a source of income to the Society.

(1) No genealogical material shall be purchased by the Society that can be compiled, procured or produced by the Society itself.

(2) Future material compiled by the Society shall be copyrighted according to proper procedure.

(3) Publications advertised or sold by the Society through "TREE TALK" authored or copyrighted by anyone other than the Society shall be on a commission or fee basis to provide income for the Society.

(4)Complete a Preassigned Control Number Application form with the Library of Congress for each title for which a preassigned control number is requested. Upon receiving the number, print it on the back of the title page (i.e., the copyright page) in accordance with the rules of the Library of Congress.

(5)Maintain the  International Standard Book Number (ISBN) log, register the publication with R.R. Bowker as the database of record for the ISBN Agency and comply with the standards for printing the ISBN on the copyright page and back cover.

 

 

Section 3

The Official Web page publication of the Cherokee County shall be "Cherokee County Texas GenWeb Page.

 

 

ARTICLE - Xl - BY-LAWS

Section-1

These By-Laws may be reviewed and/or revised by a 2/3 vote of the membership at a regular meeting. Out of town members and members unable to attend will be provided an absentee ballot through "TREE TALK". The ballot will specify when the absentee ballot must be received in order to be counted at the time an amendment to the By-Laws may be presented.

 

Section-2

Written notice of any proposed revision and/or amendment shall be published in "TREE TALK" a minimum of 4 weeks prior to the meeting at which it shall be submitted for vote.

 

ARTICLE - XII - PARLIAMENTARY PROCEDURE

Roberts' Rules of Order shall be the parliamentary authority in all matters of procedure not specifically covered by the By-Laws of this Society.

 

 

As amended March 13, 2006.