By-Laws

P.O. Box 2107 | East Falmouth, MA | 02536   Barnstable County

ARTICLE I - NAME
The name of this organization shall be the FALMOUTH GENEALOGICAL SOCIETY.

ARTICLE II - OBJECTIVE

The objectives of this society shall be:

  1. To promote an interest in genealogy and family history.

  2. To encourage and instruct members in the performance of genealogical research and promote  the maintenance of quality genealogical standards and documentation.

  3. To promote adherence to accepted standards for the use and care of genealogical records.

  4. To help preserve public and private records and artifacts, and work to ensure their accessibility  for historical and  genealogical purposes.

  5. To contribute records as appropriate to libraries, historical societies and genealogical societies.

  6. To publish genealogical and historical information in a regularly issued newsletter and in other publications as directed by the membership.


ARTICLE III - MEMBERSHIP AND DUES
Section A. - Membership


Membership is open to all persons and organizations interested in genealogy and family history  and is granted upon submission of a completed application form and payment of dues.


     Classes of Membership: 

  1. Individual (voting privileges, newsletter)
  2. Family (voting privileges, one newsletter only)
  3. Libraries and Societies (includes newsletter)
  4. Honorary Life (voting privileges, includes newsletter) outstanding effort to further the  objectives of the Society. The recommendation shall be signed by  two (2) members and approved by the Executive Board before being   presented to the membership for a vote. A three ñ fourths (3/4) vote  shall elect.
  5. Honorary Membership (includes newsletter, no voting privileges)


Honorary Membership shall be conferred upon members of the Society in  recognition of their contributions to the field of genealogy and/or for  special service to the Society. The recommendation shall be signed by at least ten (10) members and approved by the Executive Board before being presented to the membership for a vote. A three fourths (3/4) vote shall elect.

Section B. Dues

  1. Dues shall be set by the Executive Board and agreed upon by a majority vote of members   present and voting at the Annual Meeting.
  2. Dues shall be payable on June 01 for the fiscal year (June-May). If dues are not paid by September 01 of the same  year, the name shall be removed from the membership  roll.
  3. New members joining after March 01 are considered paid for the next fiscal year.


ARTICLE IV - MEETINGS

Section A. Regular Meetings

Regular membership meetings of the Society shall be held monthly. In case of an emergency or severe weather, a meeting may be cancelled by the President after conferring  with a majority of the members of the Executive Board.

Section B. Special Meetings

Special meetings of the Society may be called by the President, the Executive Board, or at the written request of ten (10) members. Written notice, which shall state the  purpose of the meeting, shall be mailed to all members at least ten days prior to the said meeting. No business other than that stated in the call to the Special Meeting shall be conducted.

Section C. Annual Meeting

  1. The regular meeting in June shall be known as the Annual Meeting.
  2. The agenda shall be sent to all members no later than two weeks prior to the Annual Meeting and should include the proposed budget.


Section D. Quorum
For the purposes of conducting business at all regular or special membership meetings, 15 members, at least two of whom shall be elected officers, shall constitute a quorum.

ARTICLE V - OFFICERS
Section A. 
The Elected Officers of the Society shall be President, Second Vice President, Vice President, Secretary and, Treasurer

Section B.

Term of Office. The Officers shall be elected for a two year term and no officer may serve more consecutive terms (four years) in any office except by a three quarters (3/4) vote of the membership. All officers shall assume office at the close of the Annual Meeting at which they are elected.

Section C.
Officers shall be elected at the Annual Meeting.

  1. President and Secretary to be elected in odd-numbered years.

  2. Vice President, Second Vice President and Treasurer to be elected in even-numbered years.


1. In the event of a vacancy in the office of Vice President, the Second Vice President shall automatically succeed to the office Vice President for the remainder of the unexpired term. In the event of a vacancy in the offices of Secretary or Treasurer, the President shall nominate a candidate who, upon confirmation by a majority vote of the Executive Board, shall serve the remainder of the unexpired term of the office.

2. In the event of a vacancy in the office of President, the Vice President shall automatically succeed to the office of President for the remainder of the unexpired term. The offices of Vice President, and Second Vice President shall be filled in accordance with Article V, section D, 1, as above.

ARTICLE VI - DUTIES OF OFFICERS
The President shall:

  1. Preside at all meetings of the general membership, and the Executive Board.
  2. Appoint all heads of Standing and Special Committees.
  3. Sign, with the Secretary, all contracts and documents authorized by the Society.
  4. Be an ex-officio member of all committees, except the Nominating Committee.
  5. In the absence of, or due to illness of the Treasurer, sign checks for authorized disbursements on behalf of the Society.
  6. Present a written report at the Annual Meeting.


The Vice President shall:

  1. Assume the duties of the President in the absence of, or at the request of the President.
  2. Assume the duties of the President for the remaining term of office in the event of a vacancy in the office of President.
  3. Act as Chair of the Program Committee, and may appoint assistants in charge of the following subcommittees:a. Program/Speakers for General Membership Meetings.b. Physical Arrangements and Equipment.c. Such other subcommittees as may be appropriate.
  4. Present a written report at the Annual Meeting.


The Secretary shall:

  1. Keep a record of the proceedings of the Society.
  2. Keep and have available for reference at all meetings one book in which copies of the Bylaws and Standing Rules are kept current.
  3. Sign, with the President, all contracts and documents authorized by the Society.
  4. See that proper notice is given of all meetings.
  5. Notify officer and general members of any special meetings.
  6. Maintain a file of the Society'­s correspondence.
  7. Receive and maintain a file of all annual reports.


The Treasurer shall:

  1. Be custodian of all funds of the Society.
  2. Sign checks for authorized disbursements on behalf of the Society.
  3. Make all financial records available for audit prior to the Annual Meeting.
  4. Be a member of the Budget and Finance Committee, but may not serve as Chair.
  5. Report delinquent dues to the Membership Committee Chair and Executive Board.
  6. Present a statement of finances at each meeting of the Executive Board and at General Membership Meetings.
  7. Present at the Annual Meeting a financial report covering the entire previous year.


Section E. Second Vice President
The Second Vice President shall:

  1. Assume the duties of the Vice President in the absence of, or at the request of the Vice President.
  2. Assume the duties of the Vice President for the remaining term of office in the event of a vacancy in the office of Vice President.
  3. Act as Chair of an assigned committee, and may appoint assistants in charge of the following subcommittees:
    1. Such other subcommittees as may be appropriate
  4. Present a written report at the Annual Meeting.


ARTICLE VII - EXECUTIVE BOARD
Section A.
The Executive Board shall consist of the elected officers and Standing Committee Chairs.

Section B.
There shall be at least six (6) regular meetings of the Executive Board annually. The Executive Board shall:

  1. Organize and administer the activities and properties of the Society subject to the requirements of these bylaws and the will of the membership as expressed by
  2. Authorize disbursements of the Society'­s funds.


Section D.
Quorum For the purpose of conducting business at all Executive Board meetings, six (6) Executive Board members, at least two (2) of whom shall be elected officers, shall constitute a quorum.

Section E.
Special Votes When an Executive Board meeting is impractical secondary to time constraints, the President may conduct a telephone vote of all Executive Board members. Six (6) affirmative votes are necessary for approval. 

ARTICLE VIII - STANDING AND SPECIAL COMMITTEES
Section A. Standing Committees

  1. The Standing Committees of the Society shall be: Budget and Finance, Library, Membership, Newsletter, Nominating, Program, Publications, and Publicity. 
  2. Appointment and Term of Office. The President of the Society shall appoint all Standing Committees Chairs subject to the approval of the Executive Board. 
  3. Standing Committee Chairs shall appoint their committee members subject to approval of the Executive Board.
  4. Standing Committee Chairs shall serve for a term of two (2) years from the date of appointment, or for the remainder of the then President's term of office.
  5. Standing Committee Chairs may be re-appointed for no more than two (2) successive terms in office at the discretion of the Executive Board.


Section B. Duties:

  1. The Chair of each Standing Committee shall submit a written report to the membership at each Annual Meeting.
  2. Budget and Finance Committee shall
    1. Contain no less than three (3) or more than five (5) members. They may not serve as Chair.
    2. Prepare a proposed annual budget for the Society to be presented to the Executive Board for approval two (2) months prior to the Annual Meeting. The membership shall receive a copy of the proposed budget no later than two (2) weeks prior to the Annual Meeting. The proposed budget shall be voted on by the members at the Annual Meeting.
    3. Oversee the conduct of such fund raising projects as may be approved by the Executive Board.
  3. Library Committee shall:
    1. Serve as liaison between the Society and the Falmouth Public Library and/or other libraries.
    2. Be responsible for maintaining the genealogical records of the Society.
    3. Maintain reference materials for the use of Society members.
  4. Membership Committee shall:
    1. Maintain a current listing of members of the Society.
    2. Assemble a membership packet and make same available to new members.
    3. Maintain meeting attendance records and member name tags.
    4. Main notification of dues payable one month prior to the Annual Meeting.
    5. Notify delinquent members of suspension of membership.
  5. Newsletter Committee shall:
    1. Be responsible for publishing the official newsletter of the Society on a regular basis.
    2. Be responsible for collecting and receiving material s to be considered for publication in the Society newsletter.
    3. Publish in the Society newsletter any item specifically requested by the Executive Board.
  6. Nominating Committee shall:
    1. Consist of three (3) members nominated by the Executive Board and elected by the members at the annual meeting.
    2. Nominate candidates for those offices to be filled at the Annual Meeting. All nominations shall require the approval of the person being nominated.
    3. Submit the proposed slate of officers to the Executive Board two (2) months prior to the Annual Meeting and to the membership one (1) month prior to the Annual Meeting.
  7. Program Committee shall:
    1. The Vice President of the Society shall be Chair of the Program & Committee.
    2. Plan programs and other appropriate activities of the Society within the Society'­s budget and with approval of the Executive Board. 
    3. Seek special approval of the Executive Board and the membership for special activities which fall outside budget appropriations and may require find raising or the charging of a fee.
  8. Publications Committee shall:
    1. Be responsible for all outgoing publications of the Society, with the exception of the newsletter and library materials.
    2. Guide the publication of such materials as the Society may from time to time request and approve.
  9. Publicity Committee shall:
    1. Be responsible for all publicity on behalf of the Society, including advertising for special projects such as fund raising activities, Society seminar, etc. and work with officers and committee members as requested.
    2. Make the media aware, on behalf of the Society, of the Society's activities and special programs.
    3. Request and direct the number of assistants necessary to perform the duties of office.


ARTICLE IX - NOMINATION AND ELECTIONS 
Section A. Elections.

  1. Elections shall be held at the Annual Meeting. a. President and Secretary shall be elected in odd numbered years. b. Vice-President, Second Vice President and Treasurer shall be elected in even numbered years
  2. Voting
    1. Eligibility: All members in good standing (those members whose dues are currently paid in full) may vote in Society elections.
    2. Voting shall be by voice, provided there is only one candidate for office. If more than one candidate is running for any one office, the voting shall be by written ballot. Majority vote of those present and voting elects. 1.
      1. The Nominating Committee shall present a slate of officers   with at least one nominee for each  office to be vacated, as per Article VIII, Section A, Part 3, f ,2  and 3.
      2. Nominations may be made by the general membership from the floor at the Annual Meeting, provided each such nominee is present to give consent or had given written consent to serve if elected.


ARTICLE X - FISCAL YEAR
The fiscal year of the Society shall be June 01 to May 31.

ARTICLE XI - PARLIAMENTARY AUTHORITY
The rules contained in Robert'­s Rules of Order, Newly Revised shall govern the Society in all cases where they are applicable, and which are not inconsistent with these Bylaws and any Standing Rules.

ARTICLE XII - DISSOLUTION OF SOCIETY
Section A
If the Executive Board concludes that the Society can no longer continue to function, a special meeting of the membership shall be called. The Executive Board shall send to all members a notice of the date, time and location of the meeting and an explanation of the proposed actions no later than four (4) weeks prior to the proposed meeting. Section B. If dissolution is approved by at least two thirds (2/3) of the members present and voting at the above stated special meeting, the Executive Board shall make provision for the payment of all debts and/or obligations of the Society. Any remaining assets shall be distributed in accordance with Federal and State laws governing dissolution of non-profit organizations.

ARTICLE XIII - AMENDMENTS
These Bylaws may be amended at any meeting of the Society, provided a notice of the proposed amendment(s) has been submitted in writing to the Board of Directors and sent to all members at least one month prior to the meeting at which action on the proposed amendment(s) is to be taken. A two-thirds (2/3) affirmative votes of those members present and voting is required for adoption of the amendment(s).

These Bylaws were adopted by the general membership of the Falmouth Genealogical Society
on 11 September 1993, and amended by the general membership on 12 June 2004.