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BAYTOWN GENEALOGY SOCIETY

BYLAWS

ARTICLE I: NAME OF ORGANIZATION

The name of this organization shall be known as the Baytown Genealogy Society, hereinafter known as the Society,
a non-profit organization.

ARTICLE II: PURPOSE

Section 1. This organization is organized exclusively for charitable, educational, or scientific purposes within the
meaning of section 501(c)(3) of the Internal Revenue code.

Section 2. No part of the net earnings of the organization shall inure to the benefit of, or be distributable to its
members, trustees, officers, or other private persons, except that the organization shall be authorized and
empowered to pay reasonable compensation for services rendered and to make payments and distributions in
furtherance of the purposes set forth. No substantial part of the activities of the organization shall be the promotion
of propaganda, or otherwise attempting to influence legislation, and the organization shall not participate in, or
intervene in (including publishing or distribution of statements) ay political campaign on behalf of or in opposition to
any candidate for public office. Notwithstanding any other provision of these Articles, the organization shall not
promote any activities not permitted (a) by an organization exempt from Federal Income Tax under section
501(c)(3) of the Internal Revenue Code, or corresponding section of any future Federal tax code or (b) by an
organization, contributions to which are deductible under section 170 (c) (2) of the Internal Revenue Code, or
corresponding section of any future Federal tax code.

Section 3. The object of this society is to educate, teach, and promote the interests and the preservation of all
records and the recording of such records for the benefit of all interested in genealogy; by the encouragement of
historical research in relation to the earliest period of history and preservation of documents and relics, and to
encourage research in all of its phases for the mutual interest and benefit of all mankind.

Section 4. To assist, support, and provide funding for the Baytown Genealogical Research Library.

ARTICLE III: MEMBERSHIP, DUES AND CONTRIBUTIONS

Section 1. 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.

Section 2. Categories of Membership, Dues and Contributions shall be:

A. Individual Membership – Any person who meets eligibility requirements for membership.
B. Household Membership – Additional individuals living at the same address as a member and who meet
the eligibility requirements for membership by paying one-half the annual dues. A household receives
only one copy of the BGS Newsletter and notices.
C. Organization membership – Any organization which supports the purposes of the Society and which
has paid the annual dues may receive the newsletter and be a non-voting member.
D. Life Membership – Upon written recommendation to and approval with a majority vote by the Board, a
Life Membership may be conferred upon a person who has given exceptional service to the Society.
There will be no annual dues for honored member.

Section 3. Annual dues shall be payable October 1st. The Membership Chairman shall notify members whose dues
are not paid by November 1st. If does are not received by December 31st, the name shall be removed from the
membership roll.

Section 4. The membership and fiscal year of the Society shall run from October 1 st through September 30th.
ARTICLE IV: MEETINGS

Section 1. Prayer and the Pledge of Allegiance to the American and Texas Flags shall open all meetings.,

Section 2. Regular Meetings. Regular meetings shall be held monthly. The Board may cancel a meeting in case of
an emergency. The Board may elect to suspend monthly meetings during the summer months of June, July and
August.

Section 3. Special Meetings. The President or the Board may call a special business meeting. By written notice to
the membership, five members may request a special business meeting. The purpose of the meeting must be
stated and no business other than that stated shall be conducted.,

Section 4. A Biennial Meeting shall be held in the month of October of the year of election of officers.

Section 5. In a regular meeting or properly called meeting of the membership or Executive Board, a quorum shall
be the number of the members present at the meeting.

ARTICLE V: OFFICERS AND DIRECTORS

Section 1. The elected officers of the Society shall be: PRESIDENT, VICE-PRESIDENT, RECORDING SECRETARY,
CORRESPONDING SECRETARY, and TREASURER.

Section 2. Appointed officers shall be: ARCHIVIST/HISTORIAN, BOOK ADVISOR, CHAPLIN, LIBRARIAN,
PARLIAMENTARIAN, and REPORTER. Appointed Officers shall be appointed by the President and shall have voting
privileges.

Section 3. There shall be four DIRECTORS: Three Directors shall be elected and the immediate past president shall
serve as a Director.,

Section 4. Term of Office: Officers and Board of Directors shall be elected for a two-year term and none shall serve
more than two consecutive terms in any one office. An exception to the two terms can be made with the
approval of the membership.

ARTICLE VI – EXECUTIVE BOARD

Section 1. The Executive Board, hereinafter called the Board, shall consist of the officers, chairmen of standing
committees, and directors of the Society.

Section 2. The Board shall have the control and management of the affairs and funds of the Society. The Board is
subject to the will of the Society and none of its acts shall conflict with the action taken by the membership of the
society.

Section 3. The Board members shall perform such duties as the Board or Society may assign.

Section 4. The Board shall meet at such time, date, and place as may be fixed by the Board. The President may
call special meetings of the Board, subject to Section 3 of Article IV.

Section 5. Minutes of the Board meeting shall be kept.

ARTICLE VII – DUTIES OF OFFICERS AND DIRECTORS

Section 1. Duties:

A. The President shall:


1) The President shall:
2) Preside at all meetings of the general membership and the Board
3) Appoint all committee chairmen.
4) Appoint a replacement in the event an officer cannot serve their term.,
5) Be an ex-officio member of all committees, except the Nominating Committee.
6) Be the official representative of the Society

B. 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 the President.
3) Direct program planning to coordinate programs and speakrs for general membership meetings,
and may appoint assistants as needed,.

C. The Recording Secretary shall:


1) Maintain accurate records of the Society and at all times have them in proper order for inspection
by the President
2) Have available for reference at all meetings, one book in which copies of the Society’s Charter, By-
laws, and Standing Rules are kept current.
3) Notify officers and committees of their appointments.
4) Maintain a current inventory of all legal documents, records, and equipment belonging to the
Society.
5) Maintain a list of all keys issued for building and keys for US Post Office mail-box.

D. The Corresponding Secretary shall:


1) Send out proper notices on all meetings, including the notification to officers and directors,
committees, delegates, and general membership of any special meetings as necessary.
2) Conduct the correspondence of the Society.
3) Maintain a file of the Society correspondence.
4) Receive, open and distribute all Society mail.
5) Be responsible for US Post Office mailbox key.

E. The Treasurer shall:


1) Maintain a complete and accurate account of financial receipts and expenditures.
2) Submit and sign all checks drawn upon funds of the Society.
3) Submit monthly to the President and Secretary a statement showing amount of cash on hand.
4) Prepare proposed yearly budget.
5) Submit at end of year a recapitulation of year expenses.

F. The Directors shall:


1) Represent the will of the membership.
2) Participate actively in society strategic planning.
3) Vote on Society policy and program issues.
4) Serve as a resource of knowledge and counsel to the Board and general membership.
5) Assist in locating and developing funding sources for the organization.
6) Represent the organization at the request of the president.

G. The Archivist/Historian shall


1) Be curator and custodian of all objects of historical and genealogical value.
2) Maintain a record of special and educational events.

H. The Book Advisor shall:


1) Recommend the purchase of books, software, films, periodicals, and other research materials for
the Society’s library…both from the Society’s general fund and from funds contributed to the
Society for this purpose.
2) Prepare purchase order and submit to Treasurer.
3) Maintain current files of available genealogical research materials.

I. The Chaplin shall recite or lead the invocations at the opening of the meeting.
J. The Librarian shall:
1) Provide both print and non-print media that will enrich and support and consider the varied interest
and abilities of the patrons served.
2) Provide instruction and guidance in the use of the materials and technology in the library
according to the time available.
3) Provide a variety of resources for self-directed study.
4) Create an atmosphere and provide materials, which encourage patrons to study and to read.
5) Make available new and varied materials and technology, which are useful and interesting to all
patrons.

K. The Parliamentarian shall:


1) Advise Presiding Officer, and when requested any other member, on proper parliamentary
procedure
2) Give advice on the requirements of the Articles of Incorporation, these Bylaws, and the policies
and procedures of the Society.

L. The Reporter shall make a report to the newspaper of all events and meetings of intrest to
genealogical researchers.

Section 2. Upon leaving office, within fifteen days, officers and committee chairmen shall turn over to the
Recording Secretary all records and correspondence pertaining to the society.

ARTICLE VIII: STANDING AND SPECIAL COMMITTEES

Section 1. Standing committees are permanent committees charged with performing necessary functions of the
Society in a particular area. Each standing committee shall consist of at least three members and may be assigned
other duties as deemed necessary by the President.

Section 2. Standing committee Chairmen serve for the President’s term of office.

Section 3. The Standing Committees and their duties shall be:

A. Editor. The Editor shall be responsible for selecting, in accordance with policies of the Society, the
format, contents, printing and distribution of the Society’s quarterly newsletter.

B. Education Coordinator. The Education Committee shall conceive, plan and conduct genealogical
educational programs for school and civic organizations.

C. Grants Committee. The Growth Committee shall be responsible for identifying a project, preparing a
proposal, and presenting the proposal in an effort to secure funding for projects that will benefit the
Society, Library or community at large.

D. Hospitality Committee. The Hospitality Committee shall create an atmosphere of welcome for both
members and guests and be responsible for refreshments for general membership meetings.

E. Membership Committee. The Membership Committee shall enroll all new members, issue membership
packets, and maintain a current member name and address roster.

F. Publication Project Committee. The Publication Committee shall coordinate the preparation of books,
brochures, and new member packets and maintain an inventory of available Society publications.

G. Publicity and Public Relations Committee. The Publicity and Public Relations committee shall be alert
to opportunities to build support in the community through participation in civic programs, prepare
genealogical programs for organizations and be attentive to any special projects which might
generate interest in records preservation.

H. Telephone Committee. The Telephone Committee shall contact members alerting them to meetings
and events scheduled by the Society.

I. Volunteer Coordinator. The Volunteer Coordinator shall maintain a file of Society members showing
areas of interest for volunteer work co-ordinate work schedule to assure coverage of library during
open hours, and administer a volunteer recognition program.

J. Web-Master Coordinator. The Web-Master shall create and maintain, within the policies of the Society,
the official Web site of the Society.

Section 4. Special (select, or ad hoc) committees shall be appointed at the request of the President or his/her
representative. The special committee will automatically cease to exist after presentation of its final report to the
assembly.

ARTICLE IX: NOMINATIONS AND ELECTIONS

Section 1. Election of Officers and Directors will take place every two years in odd-numbered years. At the regular
monthly meeting in August there shall be a Nominating Committee of at least three and no more than five
members elected. Nominations for this committee shall be made from the floor and voting shall be by ballot. A
plurality of vote shall elect. The committee shall choose their chairman from within the elected committee.

Section 2. At the Annual Meeting held in September, the Nominating Committee shall submit to the membership
the name of one or more candidates for each office and three Directors.

Section 3. Following the committee report, with the consent of the nominee, nominations may be made from the
floor.

Section 4. Election may be acclamation or voice vote. In the event there is more than one candidate proposed
for any officer or director, a written ballot shall be taken.

Section 5. If necessary, the President shall appoint two members to assist the Secretary in canvassing the ballot and
in preparing the tally sheet list. The President shall declare the candidates receiving the plurality of the votes cast
as elected to each office.

ARTICLE X: DISSOLUTION

Section 1. Upon dissolution of the organization, assets shall be distributed to the Baytown Historical Preservation
Association or to any organization the society deems appropriate exempt for purposes within the meaning of
section 501(c)(3) of the Internal Revenue Code, or corresponding section of any future Federal tax code, or shall be
distributed to the federal government, or to a state or local government, for public purpose. Any such assets not so
disposed of shall be disposed of by the Court of Common Pleas of the county in which the principal office of the
organization is then located, exclusively for such purposes or to such organization or organizations as said Court
shall determine, which are organized and operated exclusively for such purpose.

ARTICLE XI: PARLIAMENTARY AUTHORITY

Section 1. The rules contained in the current edition of Robert’s Rules of Order, Newly Revised, shall govern the
Society I all cases to which they are applicable and in which they are not inconsistent with these bylaws and any
special rules of order the Society may adopt.
ARTICLE XII: REVISIONS AND AMENDMENTS

Section 1. All amendments, changes, alterations or additions to the by-laws shall be proposed in writing signed by
the proposer, and presented in quadruplicate and read at a regular or properly called meeting, at which time it
may be discussed and amended if necessary.

Section 2. At the next stated meeting it shall again be considered and voted upon, and if approved by two-thirds
of the members present, shall become a part of these by-laws.

Amended and approved by the membership.

(President)

(Vice-President)