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Bylaws of The Boone County

Genealogical Society inc.


ARTICLE I: Name and Object

Section 1: Name
The Society shall be called "Boone County Genealogical Society, Inc."

Section 2: Object
The purposes for which this organization or society is organized are: The organization will investigate, collect, record, publish and deposit in libraries and archives the genealogical and historical materials of Indiana, especially those items pertaining to Boone County, and the adjoining counties, and will educate members in the use of these and other reference materials in preparing and publishing genealogical material and family lineages.

Section 3: Not-for-Profit
The corporation will be Not-for-Profit and comply with state and federal guidelines.

ARTICLE II: Membership, Voting and Dues

Section 1: Eligibility for Membership
Any person or organization interested in the aims and purposes of this society and is acceptable to the membership, upon the approval of the membership committee, may be admitted.

Section 2: Voting
Each member in good standing is entitled to one (1) vote.

Section 3: Dues

The amount of dues for the members of this Society shall be determined by the Board of Directors not later than October 31st each year for the following calendar year. Dues will be payable in full by January 31st of the new calendar year. Members will be notified by MAIL or E-MAIL as to what these dues will be no later than the second week in December. Members who fail to pay dues by January 31st will be dropped from the membership roll. All membership DUES regardless of time submitted will be the full amount of the annual membership dues. Only members in good standing will receive the new password for Ancestry.com which will be changed on the 31st day of January of each calendar year. The Membership Chairman will notify members in good standing of the new password.

Section 4: Honorary, Complementary or Lifetime Memberships
Honorary, complementary or lifetime memberships may be given to an individual or institution by majority vote of the board. Such members are entitled to all privileges of membership except voting.

ARTICLE III: Officers and Committees

Section 1: Governing Body
The governing body of this society shall be a Board of Directors, composed of eight (8) members. Their term of office shall be two (2) years, beginning January 1st following election. The term of four (4) members of the Board of Directors shall expire each year, and such members will be replaced by the retiring President and members elected or re-elected to serve two years. The names of the four (4) members selected by the nominating committee for the Board of Directors shall be submitted to the Society by the September meeting each year. Nominations may also be made from the floor. The nominees will be voted on at the October meeting; and those elected will serve two (2) years beginning the following January 1st.

Section 2: Officers
From their number the Board of Directors shall elect a President, Vice-President, Secretary, and Treasurer. The four (4) officers listed above in this Section shall form the Executive Committee. All officers of the Society shall be elected annually between the October meeting and the following December 31st, for a term of one year, and installed at the meeting in January following the annual report of the officers for the preceding year, and will be eligible to succeed themselves if re-elected.

Section 3: Appointments
The President shall appoint a Program Chairman, Editor of the Newsletter, and may appoint a Parliamentarian, with the concurrence of a majority of the Board of Directors.

Section 4: Board Members
The Board of Directors shall meet monthly, and each member shall be required to attend two thirds (2/3) of the Board meetings. The Executive Committee shall meet at the call of the President, shall be responsible for the conduct of the Society's business between meetings of the Board of Directors, and shall be responsible to the Directors.

Section 5: Standing Committees
The President shall appoint such Standing Committees as deemed necessary, and may appoint special committees as needed. These may include Awards, Projects, Programs, Publications, Membership, and others.

Section 6: Audits
The President shall appoint annually a three (3)-member Auditing Committee.

Section 7: Nominating Committee
At the August meeting of each year, a Nominating Committee shall be selected in the following manner: one member elected by the Board of Directors, one member appointed by the President, and two members elected by the membership. This committee shall recommend to the Society at the September meeting each year the four (4) nominees for the Board of Directors to be elected at the October meeting.

Section 8: Vacancies
Any vacancy (in any office or on the Board) occurring between elections shall be filled by the Board of Directors at its next meeting following the creation of the vacancy. Said appointees shall serve out the unexpired term of the officer or director replaced.

ARTICLE IV: Meetings

Section 1: Regular Meetings
Regular meetings of the Society shall be held on such dates and at such times and places as may be determined by the Board of Directors.

Section 2: Special Meetings
Special Meetings may be called by the President.

Section 3: Annual Meeting
The November meeting shall be the annual meeting.

Section 4: Quorum

The members present at any meeting of the Society shall constitute a quorum, provided all members have been duly notified of such meeting.

Section 5: Rules of Order
Robert's Rules of Order, Revised, shall control as to any matters not provided for in these By-Laws.

ARTICLE V: Duties of Officers

Section 1: Duties
The officers shall perform the duties prescribed in these By-Laws and in Guidelines established by the Society.

Section 2: President
The President shall preside at all meetings of the Society and of the Executive Committee and of the Board of Directors. He/she shall be the Chief Executive Officer of the Society. He/she shall appoint all committees except the Nominating Committee and shall be ex-officio member of all committees except the Nominating Committee.

Section 3: Vice-President
The Vice-President shall, in the absence of the President, perform the duties pertaining to that office, shall review the by-laws and may recommend changes.

Section 4: Secretary
The Secretary shall keep a record of the proceedings of the meetings of the Society and of the Board; shall notify officers of their election and the committee members of their appointment; shall have custody of all papers of the Society not otherwise provided for, which papers and records shall be open for inspection at any appropriate time, in the presence of the Secretary, by any member of the Society. In the absence of the President and Vice-President, the Secretary shall call the meeting to order and preside until a chairman pro-tem is elected. At the expiration of the Secretary's term of office, the immediate prior year's record shall be turned over to his/her successor, and all other papers in his/her possession as Secretary shall be placed in the Thorntown Public Library Genealogy Section.

The Secretary shall conduct such correspondence as may be requested by the President of the Society or the Executive Committee, and shall have custody of all letters except requests for research.

Section 5: Treasurer
The Treasurer shall be bonded, shall receive all funds of the Society and shall deposit them in such bank or banks as may be designated by the Board of Directors. The Treasurer shall disburse these funds, as directed by the Society. any check over fifty ($50) shall require the approval of the Board of Directors. The Treasurer shall present a report at each regular meeting and an annual report at each annual meeting in January. Prior to such annual meeting the Treasurer's accounts shall be audited by the Auditing Committee.

Section 6: Newsletter Editor
The Editor of the Boone County Genealogical Society Newsletter, following Guidelines developed by the Board, shall issue such publications four times a year unless otherwise directed by the Board.

The Editor shall maintain the Society's mailing list, making such addition, deletions, and changes of which the Treasurer is aware.

Section 7: Program Chairman
The Program Chairman shall be appointed no later than the October meeting of the year preceding the chairmanship in order to begin committee organization and plans for the coming year. This appointment shall be make by the president in office in October.

Section 1: Amendments

These By-Laws may be amended at any regular meeting by a majority vote of the members present, provided the amendment has been presented in writing at the previous regular meeting and a statement of the proposed change or changes MAILED or E-MAILED to the members before the regular meeting at which the amendment is to be voted on. Following the approval of the amendment(s) the appropriate agencies will be notified of the change.

ARTICLE VII: Dissolution

Section 1: Dissolution
If at any time this organization shall be dissolved, no part of its funds or property shall be distributed to or among its members, directors or any individuals, but after payment of all indebtedness of the organizaiton, its surplus funds and properties shall be used in such a manner as to further the specific purposes of the organization.



BY-LAWS 

Revised and Adopted March 21, 2000
Revised March 30, 2001
Adopted May 15, 2001
Revised January 21, 2003
Revised February 24, 2009


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