FAYETTE COUNTY GENEALOGICAL SOCIETY BY-LAWS
NAME, LOCATION AND MANAGEMENT
The name of the organization shall be the Fayette County Genealogical Society, referred to herein as the “Society. The Society may conduct its affairs, transact business or receive mail at such places as the Board may determine from time to time.
The meeting place of the society shall be the Fayette Public Library conference room on the fourth Saturday of each month at 10:00 AM until 12:00 PM.
If at any time this organization shall be dissolved, no part of its funds or property shall be distributed to or among its members or any individuals, but after payment of all indebtedness of the Society, its surplus funds and properties shall be used in such a manner as to the further specific purposes of the organization as set forth in these bylaws.
THE SPECIFIC OBJECTIVES OF THE SOCIETY SHALL INCLUDE THE FOLLOWING:
1. To assemble people who are interested in genealogy and in preserving family history, and to promote fellowship and cooperation among them.
2. To provide programs and publications for the instruction and education of interested persons, and to help others gain genealogical information.
3. To collect and preserve family history materials and make them available to interested persons, with special emphasis on research material concerning past and present families, while working in close association with the Fayette Heritage Museum and Archives.
4. To instill in the youth of the area an awareness of the achievements of the pioneers who settled in this area and influenced its development.
5. To maintain and elevate genealogical standards and to stress the importance of accuracy through the careful documentation of research.
6. To cooperate to the extent feasible with other similar societies and associations which are interested in genealogy and history.
7. To encourage those officials in charge of public records and genealogical collections to preserve them and make them readily accessible to interested persons through printed media and the internet.
8. To encourage respect for and the preservation of the family unit.
This society shall be a volunteer organization. No member shall receive renumeration for work performed in behalf of the Society.
1. To create a small fund for expenses, since the group gets no financial assistance from any outside group.
2. Funds shall be used for the purpose of any type of material which keeps the group educated and informed, which may include speakers, books, aids, and field trips.
3. Any applicant interested in furthering the objectives of this Society shall be eligible for membership upon submission of completed application form and payment of dues.
4. Honorary membership may be conferred upon any person whose name is proposed at a membership meeting and elected without a dissenting vote.
5. Exchange agreements may be entered into with other genealogical groups when there is an exchange of publications. These agreements may be made by the Editor and Officers of the Society.
6. The membership list is the property of the Society. It shall not be distributed to any individual or legal entity without signed written permission of the Board of Directors.
7. Members are expected to actively contribute to the Society in addition to the payment of dues.
A. Serve as an officer
B. Present or sponsor a program
C. Plan a field trip
D. Share knowledge and research with the society
E. Provide content for the Society’s web site
F. Provide content for the Society’s quarterly newsletter
G. Locate and transcribe local genealogical records
H. Provide looks-ups or research for other members or those who send inquiries to the society
1. Dues shall be $20.00 per year for an individual membership and $30.00 per year per couple membership. Lifetime membership is $150.00. Corporate Membership is $250.00 per year.
2. Non-refundable dues are payable on or before July 1st to maintain active membership for the year and to be considered Charter Members of the Society.
3. Anyone joining after January 1st will pay one half of the assessed dues.
4. Current members who do not pay their dues by Oct 1st of the succeeding year will be dropped from membership.
5. Each member whose dues are current are entitled to vote.
6. Membership is not limited to residents of Fayette County, Texas.
7. The amount of dues and/or newsletter subscriptions shall be set by the Board of Directors.
8. All members are encouraged to file with the Society charts of their own family lines on which they are able to furnish data. Data submitted will become the property of the society for the intent of publication. Publication rights intended for the society and/or submitter.
1. The offices of the Society shall be:
B. Vice President
2. The elected officers as named and the immediate Past President shall constitute the Executive Board. All officers shall be elected for a two year term beginning July 1st or until their successor has been elected and may succeed themselves.
3. Each elected officer shall have one vote.
4. A Nominating Committee appointed by the President no later than the April 1st prior to the election shall present a slate of at least one nominee for each office. Nominations may be made by the membership from the floor. All nominees shall declare their intent to serve a full term if elected.
The President, with the approval of the Board, may appoint a Newsletter Editor, Publicist, Webmaster, Program Chairperson and Historian.
The President, with the approval of the Board, may appoint committee chairpersons. Committees may be standing or ad hoc.
An interim vacancy in an office other than President and Vice President shall be filled by an appointment of the Executive Board. In case of the unexpired term of the President, the First Vice President shall become President.
DUTIES OF OFFICERS
The President shall:
1. Be the principle executive officer, with the responsibility for the general supervision of the affairs of the Society.
2. Preside over all meetings of the Society and Board. The President shall appoint the Appointed Officers as specified in Article IV Section 2 and the Committee Chairperson as specified in Article IV Section 3 with the approval of the Board.
3. Be an ex-officio member of all committees except the Nomination Committee. He/she will vote only in case of a tie vote decision.
1.The Vice President shall preside in the absence of the President and assist him/her in all duties, as well as serve as chairperson of the Program Committee.
The Secretary shall:
1. Prepare and maintain a record of all meetings, full and correct, for the membership meetings and the Board meetings.
2.Upon three days notice makes all files available for inspection by any member of the society, in the presence of the President.
3.Turns over all papers at the end of the term of service to the successor.
4. Receive letters containing requests for research and is responsible for correspondence with external organizations and persons.
5. After processing, requests may be turned over to the Newsletter Editor, if such position is active. He/she is responsible for all other outgoing mail and shall turn over all papers at the end of the term of service to the successor.
The Treasurer shall:
1. Have custody of all funds and keep a full and accurate account of receipts and disbursements from all sources in account books belonging to the society, ensuring that disbursements are supported by proper vouchers.
2. Shall deposit all moneys to the credit of the society in depositories designated by the Board.
3. Shall maintain a file of current and past members, including addresses , telephone numbers, email addresses and the amount of their dues. The Treasurer shall also collect membership dues and maintain a membership list, pay the bills of the Society, co-sign checks written from the Society’s account, maintain all financial records, and make regular reports to the Society and the Executive Board.
4. Provide input for future programs and trips.
5. Upon three days notice makes all files available for inspection by any member of the society, in the presence of the Treasurer.
6. Turns over all papers at the end of the term of service to the successor.
The Historian Shall:
1. Secure and file all records and papers the Executive Board determines to be of a permanent nature.
2. The permanent records of the society shall include year-end files received from the Secretary, who shall provide all minutes, and who shall provide the correspondence files; and the Treasurer, who shall provide the financial records and membership list.
3.Turns over all papers at the end of the term of service to the successor.
1. Provisions of these by-laws may be amended at any regular meeting of the Society by a vote of two-third of the members present and voting, provided that notice of such proposed amendment has been given at a prior meeting or by letter from the Secretary to all members, at least ten (10) days prior to the vote.
2. Proposed amendments to the by-laws may be presented to the Society in writing by any member at any regular meeting for consideration at the next regular meeting.
1. In the event the Society is dissolved, the Library holdings and equipment shall be given to the Fayette County Public Library System.
2. Any funds remaining in the Society Treasury after payment of all bills outstanding will be transferred to the Texas Genealogical Society if still active. Otherwise, such assets will go to the Fayette County Library System in compliance with Section 501(c) (3) of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States Internal Revenue law).
1. The Fayette County Genealogical Society does not discriminate on the basis of race/ethnicity, color, national origin, sex, disability, veteran status or age in granting membership, election of officers, or the administration of any of its educational programs.