Bylaws (Current)
BYLAWS
of
ST. TAMMANY GENEALOGICAL SOCIETY
(current version approved by
membership May 8, 2001)
(to review the original 1996 version - click here)
ARTICLE I - NAME
1. The name of this corporation is ST. TAMMANY GENEALOGICAL SOCIETY (aka STGS), and was incorporated in 1996, as a non-profit corporation in accordance with the laws of the State of Louisiana (Chapter 2, Title 12 of Louisiana Revised Statutes).
ARTICLE II - MISSION & GOALS
1. The mission and the goals for the STGS are to encourage the study of genealogy, to foster the development and maintenance of family trees for the ancestors that lived in the Florida Parishes, to create interest in the genealogical records in and around St. Tammany Parish, Louisiana, to locate and make known the locations at which genealogical records are available, to preserve, catalogue (and publish when desirable and possible) records of a genealogical nature where such may be of interest to the members, subscribers and students of genealogy, to support genealogical researchers who had ancestors from the St. Tammany Parish area, to provide training in the field of genealogy and to bring to the attention of the public in general the necessity of preserving records of a genealogical nature for the benefit of posterity.
2. The STGS shall foster this mission and these goals by: holding regular meetings, conducting field trips to regional genealogical facilities, providing genealogical training and workshops, issuing a quarterly newsletter and by maintaining an informational web site.
ARTICLE III - MEMBERSHIP
1. The membership of this Society shall be of one classification and shall be open to persons who show and exhibit genuine interest in genealogical research and the preservation of genealogical material. However, there are different classifications for the level of dues under Article VI- Dues.
2. Membership in the Society shall be granted by the Society to qualified candidates following the receipt of a completed application and payment of the first year’s dues.
3. Membership shall be by calendar year except as noted under Article VI - Dues.
4. Non-members are welcome at any regular STGS meeting, and shall be encouraged to provide the Recording Secretary their full name and address, telephone number, email address, and a list of family surnames being researched.
5. A member may be dropped from the rolls of the Society for cause, after appropriate hearing by the Executive Board, and after an affirmative vote of the membership.
6. Any Society member who has not paid their dues by the regular February meeting will be contacted by the Treasurer or someone appointed by the Executive Board. If dues are not paid by the regular March meeting, the member shall be automatically dropped, unless good cause can be made for delayed payment.
7. The March Newsletter for the current year shall be mailed (or provided) to prior year members, but unless their membership is promptly paid for the current year, no further Newsletters will be provided.
ARTICLE IV - OFFICERS
1. The Officers for the STGS shall consist of: President, 1st Vice President, 2nd Vice President, Recording Secretary, Corresponding Secretary, Treasurer, and Archivist/Historian.
2. The officer positions listed in item #1 above shall be elected positions.
3. The officer positions listed in item #1 above shall constitute the Executive Board for the Society.
4. The term of office for all elected officers shall be two calendar years.
5. The regular November meeting for the STGS shall be designated for the election of officers, who will take office for a term effective the following January 1st.
6. Vacant officer positions, except for President, shall be filled by appointment of the Executive Board to fill out any opening that occurs during a normal two year term.
7. The 1st Vice President may assume the position of President should the position become vacant during the two year term. However, a special election shall be called by the Executive Board to elect a President in the case of an unfinished term when the 1st Vice President cannot assume the duties of the President.
8. If the regular November meeting cannot be used for the election of officers due to unusual circumstances, the Executive Board shall determine a reasonable alternate date for the election of officers.
9. An affirmative vote of the majority of the members present at the regular November meeting shall be required to elect an officer.
10. The President shall preside at all meetings of the Society and the Executive Board and shall represent the Society at all times. In the absence of the President, the 1st Vice President shall perform the duties of the President. In the absence of both the President and the 1st Vice President, the 2nd Vice President shall perform the duties of the President.
11. The President or either Vice President of the Society may perform any of the duties or functions normally performed by the other Officers if required or as appropriate.
ARTICLE V - OFFICER DUTIES
1. PRESIDENT
a. Preside at all meetings of the general membership and the Executive Board,
b. Appoint all heads of standing committees, with approval of the Executive Board,
c. Sign, with the Recording Secretary, all contracts and documents authorized by the Society,
d. Sign, with the Treasurer, checks for authorized disbursements on behalf of the Society. (The dual signature requirement for checks is waived until the Society’s funds on-hand exceeds $2,500 and as long as a Board member signs the disbursement request form).
e. Be an ex-officio member of all committees, except the Board Nominating Committee,
f. Coordinate with other national, state and local genealogical societies for the purpose of providing benefits to the St. Tammany Parish area,
g. Control the distribution of the Society Newsletter (Normally performed by the Newsletter Committee),
h. Present a written report for acceptance by the Executive Board prior to the Annual Meeting and make an oral report at the Annual Meeting to the membership. These reports shall cover a summary of progress made during the past year and outline goals for the coming year.
2. 1st VICE PRESIDENT
a. Assume the duties of the President in the absence of, or at the request of, the President,
b. Assume the duties of the President for the remaining term of office in the event of a vacancy in the office of the President,
c. Oversee the functioning of the Society and be responsible for the development and administration of the Society’s long-range planning, By-Laws, Standing Rules, Procedures, etc.,
d. Be Director of Operational (non-financial) Committees and may appoint assistants in charge of the following efforts: 1) Society functions in conjunction with the local and distant libraries; 2) Training courses; 3) Seminars; 4) Meeting facilities, 5) Administrative forms, etc.,
e. Assume the duties of the Historian officer position when that position is vacant,
f. Develop agendas for Executive Board and Board of Director Meetings,
g. Present a written report for acceptance by the Executive Board prior to the Annual Meeting and make an oral report at the Annual Meeting to the membership. These reports shall cover a summary of progress made during the past year and outline goals for the coming year.
3. 2nd VICE PRESIDENT
a. In the absence of the President and the 1st Vice President, or at their request, assume the duties of the President,
b. In the event of a vacancy in the Presidency, which is filled by the 1st Vice President, assume the duties of the 1st Vice President,
c. Be responsible for Membership Services, and may appoint assistants in charge of the following subcommittees: 1) meeting attendance records; 2) name tags for members and visitors; 3) preparation of membership packets; 4) delinquent member communication and actions; 5) the development of programs to increase membership,
d. Work with other officers and committees as required to conduct fund-raising projects as approved by the Executive Board,
e. Serve as Program Chairman; i.e., determine the program and agenda for each regular Society meeting, including making arrangements for speakers,
f. Present a written report for acceptance by the Executive Board prior to the Annual Meeting and make an oral report at the Annual Meeting to the membership. These reports shall cover a summary of progress made during the past year and outline goals for the coming year.
4. RECORDING SECRETARY
5. CORRESPONDING SECRETARY
6. TREASURER
a. Be custodian of all funds of the Society and deposit said funds in insured financial institutions, or invest them pursuant to instructions of the Executive Board,
b. Sign checks with the President for authorized disbursements on behalf of the Society. (The dual signature requirement for checks is waived until the Society’s funds on-hand exceeds $2,500 and as long as a Board member signs the disbursement request form),
c. Make all financial records available for audit six weeks prior to the Annual Meeting,
d. Provide monthly budget vs actual statements or other suitable budget performance reports,
e. Ascertain and implement laws & regulations concerning sales tax collections for Society sales,
f. Be a member of the Budget & Finance Committee, with appointed assistants helping with the following: 1) notify members of delinquent dues and report such delinquencies to the Director of Membership Services and the Executive Board; 2) maintain a current membership list of all members in good standing (an original or copy provided to the Recording Secretary and other Executive Board members).
g. Present a statement of finances at each meeting of the Executive Board and of the regular General Membership meetings,
h. Prepare a budget for the Society to be approved by the Executive Board prior to the Annual Meeting.
i. Present at the Annual Meeting a financial report covering the previous year and the Budget for the coming year,
j. Present a written report for acceptance by the Executive Board prior to the Annual Meeting and make an oral report at the Annual Meeting to the membership. These reports shall cover a summary of progress made during the past year and outline goals for the coming year.
7. ARCHIVIST / HISTORIAN
I - DUES
1. The base annual dues for membership in the STGS shall be established by a super majority (2/3) vote of the Executive Board and thereafter presented to the membership for approval.
2. A change in the base annual dues shall require a simple affirmative majority vote of the membership at the regular November meeting (or before, but not later) to take effect the following year.
3. The base annual dues effective January 1, 2002, shall be $15 (if approved by the membership). Thereafter, the base dues shall be determined by action of the Executive Board and approved by the general membership per the other requirements of the By-Laws and Standing Rules.
4. There shall be the following membership categories & associated dues levels (2002 base in parentheses):
a. Individual Adult Member - Base ($15)
b. Family Member - Base + 50% ($22.50) *
c. Student Member - 1/3 Base ($5.00) **
d. Genealogical Societies - No charge for reciprocal agreements ***
e. Libraries - 3 times Base ($45.00) ***
f. Businesses - 4 times Base ($60.00) ****
g. Individual Honorary Member - No charge
h. Life Memberships (established as appropriate by the Executive Board)
* Family Memberships shall have only one vote.
** Full time students under the age of 25 are eligible to become Student members
*** Membership categories D, E & F shall be non-voting members.
5. New members who join the Society during or after the regular October meeting, but prior to January 1st, shall have a valid membership for the balance of that year and the following calendar year.
6. New members who join the Society after January 1st, but before the October regular meeting shall receive all of the Newsletters for the current year and a valid membership thru December 31st of that year.
ARTICLE VII - BOARD of DIRECTORS
1. The elected Officers of the STGS, i.e., the Executive Board, shall function as the Board of Directors for the STGS until such time as the Society exceeds 150 dues paying members and/or at the discretion of the Executive Board. A separate Board of Directors and the appropriate additional By-Laws requirements covering the responsibilities of a separate Board of Directors shall be established at the appropriate time.
2. Until such time that a Board of Directors is established, the regular September meeting shall be designated the Annual Meeting when the Executive Board presents a summary of the previous years results and the goals and objectives for the coming year
3. When appointed, Directors shall:
a. Represent the will of the Membership,
b. Participate actively in Society strategic planning,
c. Vote on Society policy & program issues,
d. Serve as a resource of knowledge and counsel to the Executive Board and General Membership,
f. Assist in locating and developing funding sources for the organization,
g. Represent the organization at the request of the President,
h. Present a written report for acceptance by the Executive Board prior to the Annual Meeting.
ARTICLE VIII - COMMITTEES & OTHER FUNCTIONS
1. The President (with Executive Board approval) shall appoint chairpersons for standing and special committees and positions for other important Society functions as required and deemed necessary, including but not necessarily limited to:
a. Newsletter Editor & Newsletter Committee
b. Webmaster
c. Book & CD Committee (for reviews & procurement recommendations)
d. Photographer
e. School Projects & Education Committee
f. Officer Nomination Committee
g. Officer Installation Official
h. Data Extraction Committees
i. Audit Committee
j. Publications
k. Volunteer Coordinator
l. Publicity
m. Library Coordinator
n. Parliamentarian
o. Sergeant at Arms
2. Standing Committee Chairpersons and the Coordinator positions shall serve for a term of one year from the date of appointment, or for the remainder of the then President’s term of office.
3. Responsibilities and duties for the positions listed above in item one will be as specified by the Board when someone is appointed to these positions or as specified in the Standing Rules.
ARTICLE
IX - ADMINISTRATIVE REQUIREMENTS<1. There shall be two signatures required on all disbursement checks. (The dual signature requirement for checks is waived until the Society’s funds on-hand exceeds $2,500 and as long as a Board member signs the disbursement request form).
2. Regular meetings of the Society will be scheduled whenever possible, to fall during the same week of the month and on the same day of the week at the same time and location; e.g.. the 2nd Tuesday of the month at 1:30 PM at the Covington Branch of the St. Tammany Parish Library.
3. The Executive Board may determine when a regular meeting will be replaced by a field trip or when it’s appropriate and necessary to alter the meeting location, date and/or time.
4. Regular meetings shall be held once a month from September thru May. Meetings during the summer months may be approved by the Board if a summer meeting is deemed necessary.
5. The Nominating Committee for the Officer positions will be formed no later than the September regular meeting during the years an election is to be held. The Nominating Committee will present a recommended slate of Officers at the regular November meeting during election years. Nominations for any positions may also be made from the floor during this election meeting.
6. Hold an Annual Meeting for the Society during one of the regularly scheduled Society meetings, where the Executive Board presents reports that summarize the activities and progress of the Society over the preceding twelve months and present the plans for the coming twelve months.
7. New members will be provided a Society Information Packet to include, but not limited to: membership card, By-Laws, Volunteer Survey, list of local libraries, sample back issue of Newsletter, Surname forms and Pedigree Charts to be filled out and returned, etc.
8. The By-Laws for the Society shall be as specified herein. Modifications, changes, additions and deletions from these By-Laws requires a review and approval by a two-thirds (2/3) majority vote of the Executive Board followed by a two-thirds (2/3) majority affirmative vote when presented to general membership at any regular or called Society meeting.
9. The Executive Board shall develop Standing Rules and/or Operating Procedures as necessary to manage the various functions and requirements of the Society as established by these By-Laws.
10. Voting on Society motions and actions shall normally be by members in attendance at regular or called Society meetings. Voting by mail shall be permitted when appropriate as determined by the Executive Board on major actions; e.g., By-Laws amendments and changes in dues levels.
11. The Fiscal Year for the Society shall be the Calendar Year.
ARTICLE X - PARLIAMENTARY PROCEDURES
1. "Roberts Rules of Order" shall be recognized as the standard parliamentary law for Society Meetings, except in such cases where these By-Laws or the Society’s Standing Rules establish different parliamentary procedures.
ARTICLE X
I - RATIFICATION & AMEENDMENTS1. These By-Laws shall take effect upon approval of the Board and when a two-thirds (2/3) affirmative majority vote of the membership is registered at any regular or called Society meeting, provided a written copy of these By-Laws has been provided to each member (in good standing) of the Society at least one (1) week prior to the membership vote to approve these By-Laws.
2. These By-Laws may be amended when a two-thirds (2/3) affirmative majority vote of the membership is registered at any regular or called Society meeting, provided a written copy of the proposed amendments to these By-Laws has been provided to each member (in good standing) of the Society at least one (1) week prior to the membership vote to approve the proposed amendments of these By-Laws. Proposed amendments shall receive a two-thirds (2/3) majority vote by the Board before being presented to the membership for consideration.
END of STGS By-Laws
BOARD APPROVAL
Martha I. Dutsch, President (signed & dated 4/21/2001)
Robert B. Noles, Vice-President (signed & dated 4/20/2001)
Ethel Segue, Treasurer (signed & dated 4/21/2001)
Manette Favrot, Recording Secretary (signed & dated 4/22/2001)
James Hugh Jenkins, Corresponding Secretary (signed & dated 4/22/2001)
Carolyn Dunn, Corresponding Secretary (signed & dated 4/23/2001)
Karen Riecke, Corresponding Secretary (signed & dated 4/22/2001)
