The Wenatchee Area Genealogical Society Bylaws
- Membership and Dues
Section 1. Eligibility for membership in the Society shall be determined by an interest in genealogy, biography and/or local history, and payment of dues.
Section 2. Members joining before January 1, 1972, shall be Charter Members.
Section 3. Annual dues shall be that amount recommended by the Board of Directors and considered and accepted by the membership at a meeting prior to January 1st of the coming year, when such dues shall become effective.
Section 4. Applications for membership shall be received by the Treasurer and, upon payment of dues, the prospective member shall become an Active Member; or if the applicant is a society or library, shall become a Subscribing Member.
- Active Members are the only members who shall have the privilege of making motions, debating, voting and holding office.
- Family Members are Active Members belonging to one immediate family and residing at the same address, and shall pay dues at a full rate. Privileges of making motions, debating, and voting and holding office shall apply to all such Active Family Members.
- Honorary Lifetime Membership may be bestowed upon an individual for exceptional service to the Society. Honorary Lifetime Membership shall be conferred after a two-thirds affirmative vote of the Board of Directors, and shall have all the privileges of Active Members while being exempt from payment of dues.
- Subscribing Members are genealogical, historical and other organizations and libraries without the privileges of Active Members.
Section 5. Annual dues to the Society shall be due and payable on or before December 31st each year. If dues are not paid, the Treasurer shall give notice to the arrears member after the February meeting. Those not paid by March 15 shall lose the rights and privileges of Active Membership.
Section 6. Dues for new members collected after November 1st shall be considered the following year's dues.
Section 7. A member may only be removed for cause by two-thirds affirmative vote of the members at any regular meeting. Cause for removal may be complaint and proof of the member defacing or misusing any genealogical or historical books, records or other similar material belonging to any individual, society or public body, or by continued abuse of library privileges granted by any private or public library.
II. Nominations and Elections
Section 1. The elected members of the Board shall be the President, Vice President, Recording Secretary, Corresponding Secretary, Treasurer, Library Chair, and three Members at-Large.
Section 2. Nomination and election of Board Members shall be conducted as follows:
- At the regular March meeting of the Society, the membership shall nominate and elect one member to the Nominating Committee. Within seven days the Board of Directors, if they have not already done so, shall select one other member to serve on the Nominating Committee. At the same time, the President shall name the third member of the Nominating Committee and advise the Vice President of the names of the three members selected by the membership and appointed by the President and the Board of Directors.
- The Vice President shall call the Committee together as soon as practical and the Committee shall select at least one nominee for each elective office, after determining that the proposed nominee will serve if elected.
- The Nominating Committee shall present its slate of nominees at the May meeting of the Society. Nominations may be made from the floor after the Committee's slate of nominees has been presented, and nominations shall be kept open until the conclusion of the business session of the May meeting. No member shall be placed in nomination without first getting his/her written approval. The President shall not serve as a member of the Nominating Committee in either an official or ex-officio capacity.
- Election of members of the Board of Directors shall be by secret written ballot at the regular June meeting of the Society. These ballots shall be securely held for a period of one year by the Recording Secretary. Officers shall serve for a term of one year and remain in office until their successors are installed, or as provided for in Item V, Section 11.
- The Board of Directors shall be installed upon election.
Section 1. The membership of the Society shall meet on a schedule set by the Board, at such time and place as arranged by the Program Chair and/or the Board. The Board shall meet on a schedule agreed upon by its members.
Section 2. A quorum for any regular or special membership meeting of this Society shall be 10% of the membership.
Section 3. A quorum of the Board of Directors shall be a majority of its members.
Section 4. Notice of any meeting(s) that call for a vote on any issue(s) shall be communicated by best means available to all members at least 10 days prior to such meeting, so they can review and vote accordingly.
- Standing Committees
Section 1. Standing committees shall include, but are not limited to:
- Library Committee—the Library Committee will be headed by the Library Chair elected to the Board of Directors by the general membership (see Item II, Nominations and Elections). This committee should meet at least quarterly to ensure the genealogical library continues to operate for the membership. This committee will report to the board after each quarterly meeting or as needed.
- Education/Programs Committee—the Education/Programs Committee will be headed by a member who is most suited. This committee will meet as needed to set up programs and educational opportunities for the membership. These programs may include speakers or presentations for the monthly membership meetings as well as other educational opportunities in line with a genealogical society. The committee will report to the board as needed or requested.
- Membership Committee—the Membership Committee will be headed by a member who is most suited. This committee will meet as needed to ensure the organization is inclusive and welcomes all members. The committee will report to the board as needed or requested.
- Publicity Committee—the Publicity Committee will be headed by a member who is most suited. This committee will meet as needed to ensure the organization is visible to the community. The committee will report to the board as needed or requested.
- Ways and Means Committee—the Ways and Means Committee will be headed by a member who is most suited. This committee will meet as needed to maintain the flow of funds to the organization, and will report to the Treasurer.
Section 2. Additional committees may be created as necessary.
V.Responsibilities of the Board
Section 1. The Society shall be governed by the elected Board of Directors, consisting of President, Vice-President, Recording Secretary, Corresponding Secretary, Treasurer, Library Chair, and three Members at-Large.
Section 2. The Board shall meet at least quarterly. It may also meet at the call of the President or by the vote of the membership.
Section 3. Any board nominee, choosing not to be solely responsible for an office, may be nominated with a co-officer to share the duties of the office and share the vote. The co-officers must be presented together as a single nomination, voted on and approved by the membership as described for any single office in Item II, Nominations and Elections. If only one of the co-officers attends the board meeting, that office will be identified as present at that meeting. If these co-officers cannot agree on a vote, their vote will be counted as an abstention.
Section 4. The President shall perform the duties usually associated with the office, shall appoint committees for carrying out the aims and desires of the Society, and annually appoint a committee to audit the Treasurer's books, and a financial committee to prepare the budget for the coming year. The President shall preside at the regular and special meetings of the Society and of the Board of Directors. The President shall be an ex-officio member of all committees except the Nominating Committee.
Section 4a. The Immediate Past President may serve in an advisory capacity to the incoming President during the transition period of one year. The Immediate Past President does not have voting privileges on the Board.
Section 5. The Vice-President shall perform the duties usually associated with the office and serve in the capacity of presiding officer in the absence of the President. The Vice President shall call the first meeting of the Nominating Committee each year. Also, the Vice-President shall serve as chair of that committee which best suits his or her abilities (see committees noted in Part IV, Section 1).
Section 6. The Recording Secretary shall perform the duties usually associated with the office and shall keep an accurate record of the transactions of all meetings of the Society and the Board of Directors.
Section 7. The Corresponding Secretary shall handle such correspondence as is directed by the Board.
Section 8. The Treasurer shall receive all money of the Society, shall keep accurate records of all receipts and expenditures, shall file any required forms, and shall pay out funds as authorized by the Board of Directors or by the Society, including payment of yearly nonprofit status fees.
- Expenditures exceeding $100.00 must be authorized by the Board of Directors unless previously approved in the annual budget.
- The Treasurer shall be prepared to present the financial standing of the Society at any meeting, and the Treasurer shall present a complete financial statement at the February meeting each year.
- The President shall appoint an Audit Committee of three members within one week of the closing of the Treasurer's books at the end of the year. This Audit Committee will audit the Treasurer's records for the previous year. Reports of the Audit Committee shall be written and presented to the Board and to the membership at their respective February meetings. At any time upon the request of the Treasurer, or upon receiving the written request of three members, the President shall appoint a committee to audit the Treasurer's records, following the procedures of the annual Audit Committee report.
- The President shall appoint a financial committee to assist the Treasurer to prepare the proposed annual budget to be presented at the first Board and Membership meetings of the fiscal year.
Section 9. The Members at-Large shall each chair a committee (see Part IV, Section 1).
Section 10. The Library Chair shall perform the duties usually associated with the operation of a genealogical library.
Section 11. A vacated Board position shall be filled by appointment by the remaining members of the Board of Directors, except a vacancy in the office of the President shall be filled by the Vice-President. The appointment shall hold the office until the next election.
Section 12. All records of the officers shall be transferred to incoming officers at the end of the term.
VI.Roberts Rules of Order
Robert’s Rules of Order (Revised) shall govern this Society in all applicable cases not inconsistent with the Articles of Incorporation and Bylaws of this Society.
Section 1. Proposed amendments to the Articles of Incorporation or Bylaws shall be presented in writing (and preferably in person) to the Board of Directors. The proposal shall be considered by the Board and then taken to the membership at a regular meeting or a specially-called meeting unless rescinded by the submitting member.
Section 2. The original language of the proposal shall be presented to the membership, followed by any changes made by the Board. The President is responsible for notifying the members of the proposed amendment at least ten days before the membership meeting.
Section 3. For ratification, the proposal must receive the affirmative vote of two-thirds of those voting at the specified meeting of the Society.
Section 1. This Society may dissolve and close out its affairs by a proposed resolution in writing to the Society's Board of Directors. The Board will proceed to gather pertinent information to ensure the membership has adequate facts to make a decision. This information will be disseminated to all members at least one month (30 days) prior to voting on dissolution.
Section 2. The assets of the Society shall be distributed as follows: Upon approval of dissolution by the membership, the membership will be polled for suggested nonprofit organizations of like interest (as required by law) to receive portions of our assets. The Board will then review, discuss and vote on the suggested distribution of assets. After payment of all liabilities and obligations, the net assets shall be distributed as designated by the Board and as provided by law.
AS APPROVED BY A MAJORITY VOTE OF ALL VOTES CAST AT THE MEMBERSHIP MEETING OF THE WENATCHEE AREA GENEALOGICAL SOCIETY, January 13, 2020
Susan Rumble, President
Mary K. Swartz, Recording Secretary