Tacoma-Pierce County Genealogical Society

SECTION A. The name of this organization shall be the TACOMA-PIERCE COUNTY GENEALOGICAL SOCIETY, (hereafter designated as the Society).

SECTION B. The Society may include one or more additional groups that may be formed under the aegis of the Society.

SECTION C. The mailing address of the Society shall be a Post Office box in Tacoma, Washington.

SECTION D. The Society shall operate on the calendar year, January 1 – December 31. (Amended May 13, 2008).

The purpose of this nonprofit Society shall be to stimulate a popular interest in family history, to seek genealogical and historical knowledge, to preserve and perpetuate the records of our ancestors, to aid individual members in compiling their family histories, and to collect and publish genealogical source material.

SECTION A. Membership is open to any person interested in research and study of family history as outlined in Article II.

SECTION B. Membership will be terminated by resignation or by failure to pay dues for one year.

SECTION C. Membership may be suspended or refused by two-thirds vote of the Executive Board to anyone with interests conflicting with the purpose of the organization. Anyone so rejected may make a written appeal to the Executive Board and/or to an Arbitration Board of three to five members elected by the general membership.

SECTION D. The annual dues shall be payable in January. Where there are two or more members from the same household, the dues of the additional member(s) shall be three dollar each; and, only a single copy of the Society's annual, The Researcher, and the TPCGS Newsletter, will be delivered to this household.

1. The annual dues may be adjusted periodically by the Executive Board, and shall be presented to the membership for their approval.
2. Only names of members whose annual dues are paid by February 15 shall appear in the first published roster. Only members whose annual dues have been paid are entitled to vote, or to be elected an officer.
3. Members who join in October/November will have their dues credited for the next year's membership.

SECTION E. By action of the Executive Board, a member may be recognized for outstanding service to the Society with an Honorary Membership.

SECTION A. Elected Officers

1. The elected officers of this Society shall be President, Vice President for Family Line Research, Vice President for Programs, Vice President for Society Development, Recording Secretary, Corresponding Secretary, and Treasurer.
2. A member may hold only one elected office per term.

SECTION B. Term of Office

1. Elected officers shall serve for a period of one year, beginning January 1st after the General meeting of the Society at which they were elected. (Amended May 13, 2008).
2. All officers may be re-elected to two (2) additional terms, a total of three (3) terms in the same office. No member may serve in the same office for more than three (3) consecutive years.
3. Any officer who fills a position for at least six (6) months will be considered to have served a full term.
4. A vacancy in an office shall be filled for the un-expired term at the next General meeting of the Society.
   1. To fill a vacancy for greater than six (6) months, the Nominating Committee will be re-instated to recommend a member for the position. Nominations may be taken from the floor. Election is by ballot if more than one member seeks the position.
   2. If a vacancy occurs after July 1st of the year, the member to fill the vacant position will be appointed by the President.

SECTION C. Qualifications of Officers

1. All elected officers shall be current members of the Society, and shall have been a member of the Society for at least one year.
2. The President should have previous Tacoma-Pierce County Genealogical Society Executive Board experience.

SECTION D. Duties of Officers

1. All officers shall:
   1. Perform the duties of the office as prescribed by the Bylaws and by the parliamentary authority adopted by the Society.
   2. Attend and participate in the Board and General meetings of the Society.
   3. Keep an accurate account of Society expenses and submit such expenses to the Treasurer for reimbursement periodically through the year.
   4. Prepare an updated position description for the office at the close of the one year term.
   5. Deliver to his/her successor all materials of the office on or before the 1st Executive Board meeting following the Society's Annual Meeting.
   
   
2. The President:
   6. Presides at all monthly and Executive Board meetings of the Society and shall have general supervision of the Society.
   7. Serves as an ex-officio member of all committees of the Society except the Nominating and Audit committees.
   8. Meets and works with other organizations and businesses to forge positive relationships.
   9. Appoints, with Executive Board approval, all Standing Committee chairs.
   10. Is authorized to sign checks for the Society.
   11. Is responsible for the second key to the Society Post Office box.
   12. Arranges for meeting rooms for the Executive Board and General meetings of the Society.
   13. Arranges for, when needed, the secure storage of Society possessions such as publications, genealogical source material, computer and other equipment.
   14. The Audit Committee Chair, Editorial Committee Chair, Nominating Committee Chair, Outreach Committee Chair, Printing Committee Chair, and the Webmaster report to the President.
   15. Performs other duties as necessary for the good of the Society.
   
   
3. The Vice President - Family Line Research:
   16. Serves as the principal Family Line Researcher for the Society.
   17. Recruits and develops a team of skilled Society members who can respond to clients' research requests.
   18. The Records Preservation Committee Chair reports to this Vice President.
   19. Receives incoming requests for research; charges approved fees for services; forwards checks in payment to the Treasurer; responds to clients with documented proof in a timely manner; maintains a file of correspondence, and reports to the membership on research completed.
   20. Processes incoming Queries. Coordinates publication of Queries with the TPCGS Newsletter and Researcher Editors and the Webmaster.
   21. May provide storage for Family Line Research materials.
   22. May preside at meetings in the absence of the President, assists the President with administrative duties, and performs such other duties as the President or Executive Board shall request.
   
   
4. The Vice President - Programs:
   23. Plans programs and secures speakers for all General meetings March through the following February. (Amended May 13, 2008).
   24. Arranges for copies of handout materials, audio-visual equipment, and room set-up.
   25. Arranges with the Treasurer for honorarium checks; and, within a week of a program, sends a thank you letter to the speaker on behalf of the Society.
   26. Plans and coordinates the Holiday Party and other social events.
   27. Provides the Public Relations Chair, Newsletter Editor, Webmaster, and Telephone/Email Chair with timely program information for communication to the membership and general public.
   28. May preside at meetings in the absence of the President, assists the President with administrative duties, and performs such other duties as the President or Executive Board shall request.
   
   
5. The Vice President - Society Development
   29. Serves as the Education Officer of the Society.
   30. Plans field trips for the membership, plans and schedules educational sessions for the members and general public, and hosts pre-meeting genealogy discussions for members and guests.
   31. The Hospitality Chair, Membership Chair, Public Relations Chair, Seminar Chair, and the Western Washington Fair Chair report to this Vice President.
   32. May preside at meetings in the absence of the President, assists the President with administrative duties, and performs such other duties as the President or Executive Board shall request.
   
   
6. The Recording Secretary:
   33. Records, maintains and preserves the minutes of the Executive Board and General meetings of the Society.
   34. Emails minutes to the Executive Board members for review and correction.
   35. Provides copies of the Executive Board and General meeting minutes to the membership at the General meetings.
   36. Maintains the Society's procedure manual, which will include the Bylaws and position descriptions for all officers and chairpersons.
   37. Maintains and preserves all minutes of the Society.
   38. Performs such other duties as the President or Executive Board shall request.
   
   
7. The Corresponding Secretary:
   39. Collects Society mail from the Tacoma Post Office each week, and promptly distributes this mail per the current distribution list.
   40. Processes Society correspondence not typically processed by other officers.
   41. Sends copies of all correspondence to the President.
   42. The Sunshine Chair and the Telephone/Email Chair report to this Secretary.
   43. Performs such other duties as the President or Executive Board shall request.
   
   
8. The Treasurer:
   44. Deposits all Society funds received into the Society's bank account.
   45. Pays all bills as authorized by the Executive Board.
   46. Keeps accurate records of all receipts and expenditures.
   47. Prepares and presents an annual budget to the Executive Board for approval at the first Executive Board meeting of the calendar year.
   48. Prepares a written monthly report to the Executive Board, and makes copies available to the general membership.
   49. Provides banks statements to the Executive Board monthly if requested.
   50. Arranges for bank signature cards to be signed at the beginning of officer terms.
   51. Completes appropriate forms and remits payment each January to the State of Washington for Sales Tax collected by the Society during the prior calendar year.
   52. Performs such other duties as the President or Executive Board shall request.
   
   

SECTION A. The General Meetings of the Society shall be held monthly from and January to May and September to November at a date and time to be determined by the Executive Board, unless otherwise ordered by the Society. Social meetings may be scheduled at the discretion of the Executive Board.

SECTION B. The General meeting of the Society in November will be known as the Annual Meeting and is held for the purpose of electing officers.

SECTION C. Workshops or special meetings may be held at any time at the discretion of the Executive Board.

SECTION D. A quorum for the Society's business transactions shall be a simple majority of the Executive Board. Fifteen percent (15%) of the membership shall constitute a quorum for the Annual Meeting of the Society.

SECTION A. The Executive Board shall consist of the President, Vice President for Family Line Research, Vice President for Programs, Vice President for Society Development, Recording Secretary, Corresponding Secretary, Treasurer, Librarian, Immediate Past President, Publications Chair, Editorial Committee representative, Membership Chair, Printing Chair, and Records Preservation Chair. (Amended May 13, 2008).

SECTION B. The Executive Board shall:

1. Be empowered to make decisions requiring immediate attention for Society business by a majority vote.
2. Serve at the call of the President, and assist the President in carrying out the objectives of the Society.
3. Meet at any time when called by the President or by three (3) members of the Executive Board. Notice of all Board meetings must be given to every Board member.
4. A Board Member shall be entitled to only one (1) vote. (Amended May 13, 2008).

Each Standing Committee Chairperson shall be appointed by the President (except the Editorial Chair) and be approved by the Executive Board. The President and/or the Committee Chair may recruit members as needed, meet as needed, and report to an elected officer of the Society as per this section of the By-Laws.

1. The Audit Committee shall consist of a chairperson and two other Society members selected by the President.
   1. It shall submit a written report of the annual audit of the records of the Treasurer to the Executive Board at its February meeting, and will make copies of the report available to the general membership at the General meeting in March.
   2. The Audit will cover the calendar year.
   
   
2. The Bylaws Committee shall consist of the President, who shall appoint to the committee one of the Vice Presidents and one of the Secretaries of the Society. Two members not currently holding elected office in the Society shall be elected by the Executive Board, and one of these shall be the Chairperson as named by the President. This committee shall meet in January of each year to review the Bylaws and make proposed amendments to the membership, if so determined.
   
   
3. The Editorial Committee shall consist of all current and past editors of The Researcher and the TPCGS Newsletter, the Printing Chair, and one member appointed by the President.
   3. The voting representative of this committee to the Executive Board shall be one of the current editors. (Amended May 13, 2008).
   4. The committee shall give guidance to the editors of all of the Society's publications regarding content and form.
   
   
4. The Hospitality Chair shall report to the Vice President for Society Development, and shall
   5. Provide nametags for the Society's meetings.
   6. Keep a roster of all guests, including name and address.
   7. Introduce guests to the membership at the meetings.
   8. Provide a copy of the names and addresses of guests to the Corresponding Secretary and the Outreach Chair following each meeting.
   
   
5. The Librarian
   9. Takes custody of publications purchased by or donated to the Society for a genealogical repository of the Executive Board's choosing; logs materials into the Society inventory and arranges transport to such repository.
   10. After review by the TPCGS Newsletter and / or Researcher staff, takes custody of incoming periodicals and subscriptions; logs materials into the Society inventory, and arranges transport to the designated repository.
   11. Supervises the Book Fund collections at the General meetings and submits these to the Treasurer for deposit in the Book Fund.
   12. Purchases books and periodicals, with Executive Board approval, for donation by the Society to the designated repository's collection.
   13. Solicits recommendations from the membership of publications to be added to the designated repository's collection.
   14. Meets with the designated repository's management and its Librarian at least yearly to consider and recommend appropriate publications to be added to the collection.
   15. Arranges for excess donated books, periodicals, and other materials to be sold.
   
   
6. The Membership Chair shall report to the Vice-President for Society Development., and shall
   16. Process Society dues and maintain a current roster of the membership.
   17. Send the Society's membership packet to new members.
   18. Provide a membership roster annually to all members.
   19. Advise the Corresponding Secretary, Outreach Chair and the Hospitality Chair, or designate, of any member name or address changes.
   
   
7. The Nominating Committee shall be appointed prior to the February General meeting, and their names reported to the membership at the September meeting. The committee shall consist of three (3) members, of which two (2) shall have served on the Executive Board. The President shall name the chairperson. This committee shall:
   20. Present a list of nominees for all open positions to the membership at the General meeting in October, with nominations from the floor being opened at that time.
   21. Ensure that each nominee has expressed a willingness to stand for election.
   22. Present the final slate to the members for voting at the General meeting in November.
   
   
8. The Outreach Committee Chair shall report to the President, and shall
   23. Be responsible for maintaining the Society's mailing list and printing of labels.
   24. Work with the Membership Chair to keep the mailing list current, and prepare the Society's roster.
   
   
9. The Printing Committee Chair shall report to the President, and shall
   25. Oversee the printing of all Society's publications and the mailing of same.
   26. Fill mail and e-mail requests for purchase of publications; and submit payments to the Treasurer.
   27. Recommend re-printing of Society publications to the Executive Board for approval.
   28. May provide for storage of printed publications.
   29. Provide a monthly report of sales and expenses to the Treasurer.
   30. Keep the Web Master advised of publications available for sale.
   31. Submit an estimated budget to the Treasurer each year.
   32. Submit an inventory of printed publications in November of each year.
   
   
10. The Public Relations Committee Chair shall report to the Vice President for Society Development, and shall
    33. Inform the news media and other societies and interested groups of the events of the Society, and work with the Webmaster and Society committees to prepare news releases.
    34. Shall be responsible for keeping the Society's brochure current.
    
    
11. The Records Preservation Committee Chair shall report to the Vice President for Family Line Research, and shall
    35. Coordinate the activities of Society members regarding the research, extraction and publication of genealogical source material for the Society.
    36. Consult with the Executive Board on research activities.
    37. Recruit and develop Society members to assist in these projects.
    38. May provide storage of genealogical source materials entrusted to the Society for preservation and publication.
    
    
12. The Seminar Committee Chair shall report to the Vice President for Society Development, who shall be a member of the committee.
    39. The chairperson shall contact speaker(s), study costs as related to seminar(s), and present the findings to the Executive Board for approval.
    40. The committee shall be responsible for all arrangements and communications with the chosen speaker(s), and will coordinate with the Public Relations and the Printing Chairs for publicity and printed materials for the event.
    41. Shall work with the Treasurer to create an annual Seminar budget.
    
    
13. The Sunshine Committee Chair shall report to the Corresponding Secretary, and shall
    42. Send cards or other items to Society members who are ill, hospitalized, or upon other occasions.
    43. Maintain a record of expenditures and a list of members to whom items were sent, and submit records and receipts to the Treasurer for reimbursement.
    
    
14. The Telephone / Email Committee Chair shall report to the Corresponding Secretary, and shall
    44. Arrange to telephone members who do not have e-mail to inform such members of meetings and other activities of the Society.
    45. E-mail members regarding meetings and other activities of the Society.
    
    
15. The Webmaster shall report to the President, and shall
    46. Maintain the Society's web site, and help promote the Society through this medium.
    47. Keep the membership informed of new developments in internet use.
    48. Update the website on a timely basis with meeting information, announcements of Society events, publications available for purchase, and names of Society officers.
    
    
16. The Western Washington Fair Committee Chair shall report to the Vice President for Society Development, and shall
    49. Arrange with the Fair for a space in the Hobby Hall for the Society's display case and information booth.
    50. Recruit members to design setup and take down the display, and staff the information booth.
    
    
17. Additional Committees may be appointed by the Executive Board, but, to become permanent, must be approved by the membership and added to these By-laws.

SECTION A. The Bylaws may be decreed ready for amendment or revision by the Executive Board or by a quorum vote of the Society. Any member of the Society may propose an amendment to the Bylaws to any member of the Executive Board.

SECTION B. The President shall name the chair of the Bylaws Revision Committee, and will work with the chair to find other responsible members for the committee.

SECTION C. The Executive Board shall have the responsibility for the first evaluation of the proposed revised or amended Bylaw(s).

SECTION D. When the Executive Board has accepted the proposed revised Bylaw(s), the changes shall be published with the next issue of the TPCGS Newsletter, or by a supplemental mailing.

SECTION E. At a General meeting of the Society, following or coincident to their publishing, the proposed changes to the Bylaws shall be discussed. A final vote on the proposed revision(s) will be taken at the next General meeting of the Society.

1. Adoption of the revision(s) of the Bylaws will be by a favorable quorum vote.
2. The revision(s) of the Bylaws will take effect at the General meeting in November, when they are adopted.

SECTION A. Any member who uses the Society for selfish or fraudulent purpose, who disturbs the harmony of the Society, or who makes it difficult for the Society to function shall be investigated by the Executive Board. That person's membership may be terminated.

SECTION B. Any person so challenged shall be given at least a thirty (30) day notice in writing, stating the charges. That person shall be entitled to a hearing before the Executive Board before a final decision is made.

The rules contained in the current edition of Robert's Rules of Order shall govern the Society in all cases to which they are applicable, and in which they are not inconsistent with the Bylaws, or with any special rules of order the Society may adopt.

Upon the dissolution of the Tacoma-Pierce County Genealogical Society, the Officers who serve as the Executive Board shall, after paying or making provision for the payment of all liabilities of the Society, offer all assets to any State of Washington organization having objectives substantially like or similar to those of this organization under Section 501(c (3) of the Internal Revenue Code. No funds shall be distributed to individual members.