BREVARD GENEALOGICAL
SOCIETY, INC.
BYLAWS
Article I - NAME
The name of this organization
shall be the Brevard Genealogical Society, Inc., hereinafter
referred to as "the Society". The Society serves the
central area of Brevard County, Florida. The mailing address
is: P.O. Box 1123, Cocoa, FL 32923.
The Society was originally formed
as the Brevard Chapter of the Southern Genealogists Exchange
Society on 2 December 1968. The name was changed to the Brevard
Genealogical Society on 11 February 1975, and bylaws were adopted.
On 13 November 1989, Articles of Incorporation were filed and
the Society became "Brevard Genealogical Society, Inc.",
a not-for-profit corporation, effective 1 January 1990. Copies
of the Articles of Incorporation and associated documents are
in the possession of the Historian, the Secretary, and the Registered
Agent.
Article II - PURPOSE
The primary purpose of the Society
is educational. To this end, it shall strive to provide educational
courses, workshops and seminars to the membership and public
at large on methods and standards of genealogical research; stimulate
interest in the recording of family history; establish and maintain
a library for genealogical research in the Central Brevard area;
publish materials of genealogical interest; and work with other
organizations with similar goals.
Article III - MEMBERSHIP
Section A -
ELIGIBILITY
Any person who subscribes to
the purposes of the Society may become a member by providing
his name and address and paying the established dues.
Section B -
CLASSES OF MEMBERSHIP
1. Individual membership.
2. Family membership - husband,
wife, and any children under eighteen years of age having the
same mailing address.
Section C -
DUES
1. Annual dues, both individual
and family, shall be recommended by the Board and approved by
the membership at the Annual Meeting in November.
2. Dues shall be for the calendar
year. Dues for new members joining after June 30th shall be one
half the annual rate.
3. Annual dues shall be payable
by the regular January meeting and shall be delinquent after
the regular February meeting.
Section D -
PRIVILEGES AND PROHIBITIONS
1. All members have the privilege
of voting and holding office.
2. All members shall receive
the Society Newsletter, one per household, and notice of seminars
and other events sponsored by the Society.
3. No member or other person
or entity, other than this Society, shall benefit financially
from research or other resources generated by the Society.
Section E -
RESIGNATION, TERMINATION, AND REINSTATEMENT
1. Members whose dues are in
arrears after the regular February meeting will have forfeited
their membership. Reinstatement shall be automatic upon receipt
of dues for the full year.
2. Any member who fails to abide
by these bylaws or acts to the detriment of the Society may have
membership terminated by the Board. Board approval must be obtained
before readmission of a member whose membership has been so terminated.
Article IV
- OFFICERS
Section A -
OFFICERS OF THE SOCIETY
The officers of the Society shall
be President, Vice-President, Secretary and Treasurer.
Section B -
TERM OF OFFICE
The term of office shall be one
year or until a successor is elected. Officers shall be elected
according to Article X of these bylaws. They shall assume their
duties at the close of the regular December meeting. All records
of office and any Society property shall be turned over to the
incoming officers at this time. Any outstanding expenses shall
be submitted to the Treasurer by this meeting.
Section C -
TERM LIMITS
The President and Vice President
may not serve more than two consecutive terms in the same office.
They may serve immediately in other offices or in those same
offices after a lapse of two years. All other officers and committee
chairmen may serve without limit.
Section D -
VACANCIES
A vacancy in any elective office
except the Presidency shall be filled by the Board for the remainder
of the term. Normally, a vacancy in the Presidency shall be filled
by the Vice-President and the office of Vice President shall
be filled by the Board. If the Vice-President is unwilling or
unable to serve as President, a new President shall be nominated
and elected at the next regular meeting, or if necessary, a special
meeting may be called for that purpose.
Section E -
NONFEASANCE
Any officer or committee chairman
who fails to perform the duties of the office in a satisfactory
manner may be removed from office by the Board.
Article V -
DUTIES OF OFFICERS
Section A -
PRESIDENT
1. Shall be the chief executive
officer with responsibility for the general supervision of the
affairs of the Society.
2. Shall preside at all meetings
of the Society and the Board.
3. Shall execute, with the Secretary
or Treasurer, all official contracts and instruments of the Society.
Section B -
VICE PRESIDENT
1. Shall preside in the absence
of the President.
2. Shall assume the office of
President in case of a vacancy.
3. Shall be the chairman of the
Program Committee.
Section C -
SECRETARY
1. Shall record and report minutes
of all Board and Society meetings and provide a copy to the President,
the Historian, and any other member requesting them.
2. Shall keep a file of current
minutes and copies of all official papers of the Society including
the Bylaws, the Articles of Incorporation, and associated documents.
3. Shall conduct the correspondence
of the Society as directed by the Board or the President and
maintain a file of such correspondence except for correspondence
assigned to others.
Section D -
TREASURER
1. Shall be responsible for receiving
and disbursing the funds of the Society using a checking account
approved by the Board. The Board shall designate an alternate
who will be authorized to sign checks in the Treasurer's absence.
2. Shall submit monthly financial
statements to the Board and report to the membership at regular
monthly meetings.
3. Shall make all treasury records
available to the Audit Committee.
4. Shall maintain the Society
membership list. This shall be offered annually to all members
at the regular March meeting.
Article VI - BOARD
OF DIRECTORS
Section A -
COMPOSITION
The Board of Directors (the Board)
shall be composed of the President, Vice-President, Secretary,
Treasurer, the Chairmen of the Standing Committees, and the immediate
Past-President.
Section B -
FUNCTION
1. The Board shall establish
policies and manage the affairs of the Society.
2. The Board shall appoint the
Society's representatives to other organizations.
Section C -
MEETINGS
1. The Board of Directors shall
meet monthly, except June, July and August, prior to the regular
Society meeting, at a time, date, and place agreed to by a majority
of the Board.
2. When required action does
not permit waiting until a monthly Board meeting, the Board is
authorized to conduct business by telephone, fax, or e-mail.
The President shall notify each Board member in sufficient time
to allow a full exchange of ideas among the members.
3. Special meetings of the Board
may be called by the President or by any three members of the
Board.
Section D -
QUORUM
A majority of the Board shall
constitute a quorum at any regular or special meeting.
Article VII
- SOCIETY MEETINGS
Section A. - REGULAR
MEETINGS
Regular meetings of the Society
shall be held monthly, except June, July and August, unless otherwise
ordered by the Board. Time and place of regular meetings shall
be recommended by the Board and approved by the membership.
Section B.
- ANNUAL MEETING
The Annual Meeting, required
by Florida law for all corporations, shall be the regular meeting
in November.
Section C.
- SPECIAL MEETINGS
Special meetings may be called
by the President with the approval of a majority of the Board,
or upon written request of at least fifteen percent of the members.
Notification of the meeting must be given via mail or e-mail
to all members of the Society at least ten days in advance of
the special meeting. The notification must include time, date,
place, and purpose of the meeting.
Section D.
- QUORUM
Twenty percent of the total membership
shall constitute a quorum at any regular or special meeting.
Article VIII - COMMITTEES
Section A - STANDING
COMMITTEES
1. There shall be ten standing
committees as follows: Computer, Education, History, Library,
Membership, Program, Publications, Publicity, Research, and Webpage.
2. The chairman of each committee
except Program shall be elected annually for a term of one year.
They shall be elected at the Annual meeting and take office at
the close of the regular December meeting. All records of office
and any Society property shall be turned over to the incoming
chairmen at this time. Any outstanding expenses shall be submitted
to the Treasurer by this meeting.
3. The chairman of each standing
committee is expected to fill the committee with as many additional
members as needed.
Section B - SPECIAL COMMITTEES
Special Committees may be established
by the Board to accomplish the work of the Society. The Board
shall appoint the chairman of each Special Committee. Additional
members may be appointed by the Board or may be selected by the
chairman, as the Board desires. Such committees must be limited
to a specific purpose and for a specific goal or period of time.
Article IX - DUTIES
OF STANDING COMMITTEES
Section A -
COMPUTER COMMITTEE
1. Shall advise the membership
of the availability of computer hardware and software of interest
to genealogists. Determine needs and conduct courses accordingly
on the application of computers to genealogy.
2. Shall inform the membership,
either directly or via the Society newsletter, of on-line genealogy
resources, attempting to maintain a balance of information for
beginners as well as advanced users.
Section B -
EDUCATION COMMITTEE
1. Shall conduct classes to educate
members of the Society in the use of established research methods
and normal standards of research and recording. The courses may
include field trips.
2. Shall present programs on
genealogy to schools and other organizations whenever opportunities
arise.
Section C -
HISTORY COMMITTEE
The History Committee chairman
shall be known as the Historian. The Committee shall receive
and file official records from all officers and committees and
any other material relating to the history of the Society.
Section D -
LIBRARY COMMITTEE
1. Shall select, acquire, and
maintain books, periodicals, and other publications and electronic
data of interest to genealogists.
2. Shall manage the Society's
collection within the Central Brevard Public Library and arrange
for volunteer staffing.
3. Shall serve as the point of
contact with all public libraries associated with Society affairs.
Section E -
MEMBERSHIP COMMITTEE
1. Shall greet attendees at Society
meetings, concentrating on new members, visitors and other prospective
members, and provide information about the Society.
2. Shall develop procedures for
increasing Society membership.
Section F -
PROGRAM COMMITTEE
Shall arrange programs and speakers
for regular monthly Society meetings, except December, for the
period from March through the following February.
Section G -
PUBLICATIONS COMMITTEE
1. Shall edit, publish and distribute
a newsletter. Frequency of publication shall be determined by
the Board.
2. Shall publish other materials
as directed by the Board.
Section H -
PUBLICITY COMMITTEE
1. Shall submit information about
Society meetings, classes, seminars and other pertinent activities
to local newspapers and other media and to other genealogical
societies.
2. Shall remind Board members
of Board meetings and the membership of regular meetings via
e-mail or telephone.
3. Shall organize and direct
the Telephone Sub-Committee.
Section J -
RESEARCH COMMITTEE
Shall search for and arrange
for the recording of historical and genealogical data in the
central Brevard area or the whole county when appropriate.
Section K -
WEB PAGE COMMITTEE
The chairman of the Web Page
Committee shall be known as the Webmaster. The Web Page Committee
shall establish and maintain a Society web page. The web page
shall contain information about our Society as well as information
about Brevard County for all genealogy researchers.
Article X - NOMINATIONS
AND ELECTIONS
Section A -
NOMINATIONS
1. A Nominating Committee consisting
of at least three members of the Society shall be nominated and
elected by the general membership at the regular monthly meeting
in February. The committee shall choose a chairman from its members.
2. The committee shall survey
the membership to find candidates to fill the positions of Officers
and Chairmen of the Standing Committees. They may also compile
a list of members willing to serve in other capacities.
3. The Nominating Committee shall
present a candidate for each position to the membership at the
regular meeting in October. The candidates must have agreed to
fulfill all responsibilities of the office if elected.
Section B -
ELECTIONS
1. Elections shall take place
during the Annual Meeting in November. Additional nominations
for each position may be made from the floor at that time.
2. Voting shall be by ballot.
If there is but one candidate for office, voting may be by voice.
A majority vote of the members present constitutes election.
If a quorum is not in attendance, a special meeting shall be
called to elect officers.
Article XI
- FINANCIAL
Section A -
FISCAL YEAR
The Society's fiscal year shall
be the calendar year.
Section B -
ANNUAL BUDGET
A Budget Committee of at least
three persons, including the Treasurer, shall be appointed by
the President in January. The committee shall draft a budget
and submit it to the Board for approval at its regular February
meeting. The Budget will then be submitted to the membership
at the regular February meeting where it must be finally approved
by a majority of the members present.
Section C -
EXPENDITURES
1. Officers or Committee Chairmen
may expend money from their budget up to a maximum of $125 for
any single item. The Board may approve any higher budgeted amounts.
2. Unbudgeted amounts up to and
including $250 may be approved by the Board. Unbudgeted amounts
over $250 must be approved by the membership.
Section D -
FEES
Registration or other fees for
seminars, courses, and workshops shall be set by the Board.
Section E -
ANNUAL AUDIT
At the annual meeting in November,
the President shall appoint an Audit Committee consisting of
three Society members who are not members of the Board. They
shall choose a chairman from their own number. The committee
shall review the treasury records for the year and report to
the membership at a regular monthly meeting no later than March.
Article XII
- RULES OF ORDER
Robert's Rules of Order Newly Revised shall guide the proceedings
of the Society in all instances not covered by these bylaws.
Article XIII - DISSOLUTION
In the event of dissolution,
the Society shall first satisfy any outstanding liabilities or
obligations. Remaining assets shall be distributed to any one
or more non-profit organizations with interests similar to those
of the Society, as required by the Articles of Incorporation
in the State of Florida. The recipient organizations may be recommended
by the Board and shall be selected and approved by a majority
vote of members attending a regular or special meeting.
Article XIV - AMENDMENTS
These bylaws may be amended or
revised by a majority approval of the Board, followed by a two-thirds
vote of the members present at any regular meeting. The Board
shall be given sufficient time for consideration and discussion
before their vote is expected. After approval by the Board, proposed
changes shall then be published on the BGS list and/or web site
with written notice mailed or distributed to the members who
do not have Internet access at the regular meeting one month
prior to the meeting where the approval vote is taken.
These bylaws were amended on
9 December 1985, 11 June 1990, 9 June 1997, significantly revised
13 November, 2000, amended on 13 November 2006, and most recently
on 9 April 2007.
Approved 9 April 2007 by:
Betty Eichhorn, Secretary (Copy
of applicable Minutes attached.)
Dee Swink, President.
Prior
Bylaws Revisions |