Section 1. The name of this organization is
The Gloucester Genealogical Society of Virginia,
hereafter referred to as "The Society". The geographic area of primary
interest covered by the Society shall be Gloucester, Mathews and
Section 2. The rules contained in the current edition of
Robert's Rules of Order, Newly Revised,
shall govern the Society in all cases to which they are applicable and in
which they are not inconsistent with the bylaws.
MEETINGS, MEMBERSHIP AND DUES
Section 1. Regular meetings shall be held at such time and place as
approved by the Executive Board. The principal purpose of regular
meetings is to present programs of genealogical interest to the
membership. The Annual Meetings shall be concerned primarily with
election of officers and annual reports of officers and committee
chairmen. Special meetings may be called by the President upon written
request of ten (10) members of the Society or by a majority of the
Executive Board. A quorum shall consist of the members present but not
less than one-third (1/3) the resident members. An affirmative vote by
the majority of those present and voting shall be required to pass any
a. Membership in the Society is open to any person who has expressed an
interested in genealogy. All membership applications shall be accompanied
by a payment of appropriate dues.
b. Dues for
(husband and wife) are the same. Dues for new members who join after June
30 are one half the annual dues.
shall be any individual or [joint members,] who supports the Society by
payment of annual dues in the amount of twice that paid by the regular
shall be those individuals who choose to support the Society by a one-time
payment of dues in the amount determined by the Executive Board.
Honorary and Honorary Life Members
shall be approved by a unanimous vote of the Executive Board for
recognition of achievements or for outstanding service to the Society.
Honorary Membership shall be for a stipulated period of time and not to
exceed two years. Honorary Life Membership shall be for the life of the
recipient. Both classes of membership shall be exempt from payment of
Section 3. The amount of dues shall be fixed by the Executive Board,
approved by the membership and reviewed periodically.
Section 1. The Executive Board shall function as the operating arm of the
Society. It shall administer and manage the business and affairs of the
Society. It shall be responsible for establishing policies and promoting
programs. It shall be empowered to define offices and positions in
accordance with changing needs and to take necessary implementing action.
Section 2. The Executive Board shall consist of the following members:
a. The elected officers chairpersons] of the Society.
b. One (1) member, appointed by the President, who will serve a two (2)
c. Immediate Past President of the Society.
Section 3. The President of the Society shall preside as Chairperson of
the Executive Board. In the absence of the President, the Vice President
Section 4. Four (4) members of the Board shall constitute a Quorum.
Section 5. The Executive Board shall meet at least five (5) times a year
in the months of January, February, April, August, and October.
Section 1. The elected officers of the Society will be as follows:
President, vice President, Recording Secretary, Historian and Treasurer.
Section 2. The
shall preside at all meetings of the Society and the Executive Board,
shall appoint all standing and ad hoc committees including the Annual
Audit Committee. The President is an ex officio member of all committees
with the exception of the Nominating Committee. The President shall
schedule "called" meetings as required.
a. Shall insure that all expenditures, purchases, projects and plans are
considered and approved by the Executive Board.
b. If the President is absent or unable to serve, the Vice President shall
assume the duties and responsibilities of the President. In the absence of
the vice President, the Secretary, then the Treasurer, in this order,
shall assume the duties and responsibilities of the President.
c. If elective offices become vacant between regular elections, the
President shall appoint officers to fill these vacancies until the next
Section 3. The
shall assume the duties of the President when the President is unable to
do so. Shall perform such duties as may be assigned by the President.
Section 4. The
shall record and maintain the minutes of all meetings of the Society to
include the Executive Board, regular meetings, Annual Meeting and special
"called" meetings. In the absence of the President and vice President, the
Recording Secretary shall assume the duties and responsibilities of the
Section 5. The
shall prepare and maintain a narrative account of the organization and
development of the Society; shall maintain a scrapbook and collect and
preserve memorabilia pertaining to the history of the Society, and shall
maintain completed files of projects of the Special Projects.
Section 6. The
shall take charge of the monies of the Society to include receiving,
depositing and disbursing of all funds; shall maintain accurate financial
records and present a financial report at the Executive Board meetings and
at the Annual Meeting. The Treasurer shall serve without bond. The
fiscal year of the Society shall be January 1 through December 31. An
annual audit shall be made by a qualified auditor or by a committee
appointed by the President.
Shall oversee the publication the Society's journal,
The Family Tree Searcher.
The chairperson of this committee shall be the
of this Journal. The journal shall contain genealogical source material
pertaining to the following areas: Gloucester, Mathews and surrounding
counties and other sections of the United States and foreign countries
that are of interest to the members of the Society, as well as, any other
materials of interest to the membership.
a. The journal shall be issued at least four (4) two times a year with
publication in, June, and December.
b. The Editor of the journal is responsible for preparing and issuing the
journal to the members of the Society.
c. The Editor of the journal shall select and appoint the editorial and
administrative assistants, select articles for publication and establish
editorial policy for the journal.
Shall receive all applications and dues and maintain a current file of
active members including name, address and phone number; assure that all
members receive reminders for dues payment; and inform the Executive Board
of changes to the membership.
Shall plan all programs for general meetings. Plans shall be submitted in
a timely manner to the Executive Board for approval. The Chairperson is
responsible for the coordination involved with correspondence,
introduction of speakers, transportation, printing, publicity, and payment
of honoraria or fees.
Shall be responsible for the publication and the sale of publications for
the Society to include manuscripts, records, or other material of
genealogical interest; shall secure the approval of the Executive Board on
material to be republished; shall publish and supervise the sale of
publications of the Society, and shall maintain a record of sales and
transmit to the Treasurer all proceeds.
Shall notify members and the General Public of all meetings and programs
presented by the Society; shall publicize the activities for the Society
by use of newspapers, radio, television, genealogical publications and
other means, and maintain "bios" and "photos" of key officers and speakers
of the Society.
Shall be responsible for the development of short and long term projects
of the Society; obtain approval of the Executive Board before initiating a
project for the Society, and shall develop and prepare material for
publication; and shall receive approval of the Executive Board to complete
the first printing. Completed publications shall be submitted to the
Publications Committee for sale; shall advise the Publications Committee
at the proper time to enable development of advance publicity for sales;
shall complete other special projects as required; shall maintain files of
projects; and upon completion of projects provide the files to the
Shall coordinate all research trips for the Society and shall determine,
with the advice of the Executive Board, the frequency and destination of
all trips. The Chairperson of this committee shall be designated
and] may select additional members as needed to assist with the trips,
will issue each participant on a trip a name tag which contains the name
of the Society, name of contact person, Health insurance company,
(including Medicare and Medicaid numbers), medication allergies, blood
type and any other essential information as needed.
Shall provide a forum for coordinating computer programs, education and
projects of genealogical Interest to the members of the Society.
Shall provide contributions toward the study of local history and
genealogy for the Virginia Room of the Gloucester Library. It shall give
oversight to the related special projects that have been initiated in
a. Shall continue the Docent Program, which gives assists to researches of
local history in the Virginia Room using volunteers from the Society.
b. Shall continue to develop a "vertical file" of information about local
surnames from accumulated personal inquires and subsequent responses.
This information is to be maintained for public viewing.
b. Shall continue to develop a connection of electronic files from
computer generated genealogical records to the "vertical file" system of
the Virginia Room. Electronic files will be converted to paper printouts
and included in the existing "vertical files." Also, computer software
will be maintained on the Library public computers for local genealogist
to produce electronic family records.
Shall advise the presiding officers on questions of parliamentary
procedure in conducting the business of the Society, and periodically
reviews the Society [Constitution and] Bylaws and keeps them current.
Attends to all correspondence of the Society to include receiving and
replying to Society correspondence with the exception of queries,
maintains a file of all incoming and outgoing correspondence; provides
copies of current Bylaws to members of the Executive Board upon request;
is also responsible for securing a meeting place for the Board, and
sending out notices to the Board members.
Section 1. Elections shall be held at the Annual Meeting of the Society.
The following officers of the Society shall be elected for term of two (2)
years and will be eligible for reelection as provided by the
Constitution. The elected officers will begin their term of office the
following January First.
Section 2. The President, Vice President, Recording Secretary, Historian
and Treasurer shall be elected by the membership at the Annual Meeting in
Section 3. A President or Vice President elected at a special election to
fill a vacancy shall serve the remainder of that term of office and shall
be eligible for reelection.
Section 4. There shall be a nominating committee consisting of five (5)
members: Three (3) members from the Executive Board and two (2) from the
general membership. The committee will be an ad hoc committee for the
purpose of developing a slate of officers for presentation at an Annual
Meeting. The Nominating Committee will be appointed by the Executive
Section 5. Proxy votes are not permitted.
Section 6. Regular notices to the membership regarding general meetings
shall include notices of elections to be held.
Section 7. The Nominating Committee shall present one nominee for each of
the officers to be elected at the November meeting. Additional
nominations may be made from the floor at the general meeting, provided
the nominee has given his or her consent. The nominee receiving the
affirmative vote of the majority of the membership present and voting at
the election shall be declared elected. Ties will be decided by immediate
Section 1. The Executive Board shall be responsible for the Bylaws.
Amendments may be proposed by members of the Society and shall be
submitted in writing to a member of the Executive Board.
Section 2. Proposed amendments shall be discussed and approved by the
Executive Board. After approval, changes to the Bylaws shall be presented
to the membership at the next general meeting for a vote.
Section 3. Any change to the Bylaws shall be effective when approved by
the affirmative vote of two-thirds (2/3) of the membership attending and
voting at a general meeting.
Section 4. Proxy votes are not permitted.
DISSOLUTION OF THE SOCIETY
Upon dissolution of the Society, all property and assets will be used to
pay all liabilities and obligations. Any residual assets will be disposed
of to the libraries in the local area as shall at the time qualify as an
exempt organization under Section 501 (c) of the Internal Revenue Code of
1954 (or the corresponding provisions of any future United States Internal
Revenue Law). No part of the assets of the Society shall inure to the
benefit of, or be distributable to its members, officers, or other private
GIFTS AND BEQUESTS
The Executive Board of the GLOUCESTER GENEALOGICAL SOCIETY OF VIRGINIA is
empowered to accept all gifts and bequests of books, manuscripts,
genealogical notes, deeds, maps, money, stocks, bonds, certificates of
deposit, real estate, research files, and other items that are intended
for the use of the Society.
Revised copy was approved by the GGSV Board on January 12, 1999.