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Berrien County Genealogical Society |
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By Laws |
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19-Nov-08 |
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Article I |
Section 1 |
Society Name |
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The name of the society is Berrien County Genealogical Society,
hereafter referred to as BCGS. BCGS is organized on a Non-Profit basis. |
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Article II |
Section 1 |
Mission
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The mission of BCGS is to promote interest, education, and good research
practices in genealogy, as well as to gather, house and publish related
materials, inclusive of original records. |
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Section 2 |
Implementation |
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Pursuit of the BCGS mission is through programming, publishing of a
newsletter, educational classes, building of a genealogical library
collection for public research and other means as appropriate. |
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Section 3 |
Association with Other Societies, Associations, or Cooperatives |
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BCGS will cooperate with societies, associations or cooperatives engaged
in genealogical activities that are consistent with the mission of BCGS. |
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Article III |
Section 1 |
Membership |
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Membership in BCGS is available to any person in agreement with the BCGS
stated mission, with payment of annual dues (see Section 2). |
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Section 2 |
Membership Dues |
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Annual membership dues are determined by the Board. Payment of dues
affords a member full benefits for one (1) year beginning Jan. 1, ending
Dec. 31. Applicants joining after Jan. 1 in any year have the option of
a retroactive start date or may wait for the upcoming Jan. 1 to begin
membership. Membership dues are not prorated. |
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Section 3 |
Removal from Membership |
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A BCGS member who disregards the BCGS’s stated mission and best
interests, as determined by the Board, may, by a majority vote of the
Board, be removed from membership, without refund of dues, and will be
denied any subsequent membership. |
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Article IV |
Section 1 |
Programs and Meetings |
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Programs are scheduled four (4) times per year and announced in the BCGS
newsletter or separate mailing. Other special meetings or programs may
be scheduled by the Board and announced as described above. |
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Article V |
Section 1 |
Newsletter |
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BCGS publishes a newsletter at least four (4) times a year. Said
newsletter is named the PastFinder. The PastFinder is distributed to
members and other organizations under agreement of exchange. Members may
post queries in the PastFinder free of charge. Queries must make
reference to Berrien County or Berrien County ancestry. Back issues are
available for sale as quantities last, at a fee determined by the Board. |
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Section 2 |
Additional PastFinder Issues |
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BCGS may publish additional issues of the PastFinder as necessary to
support the mission of BCGS. |
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Article VI |
Section 1 |
Board |
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The officers, the immediate past president, and six (6) additional
at-large members shall constitute the Board, three of whom will be
designated as Directors. |
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Section 2 |
Officers and Terms |
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Officers of BCGS consist of a President, First Vice-President, Second
Vice-President, Treasurer, Corresponding Secretary, Recording Secretary,
Parliamentarian/Sergeant at Arms and Librarian. Term of office for the
Board is three (3) years. Officers are limited to two (2) consecutive
terms in any one office. There is no restriction to the term of a Board
Member at Large or Directors. |
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Section 3 |
Nomination of Board |
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The President shall appoint a Nomination Committee of three members by
July 15. The Committee shall be instructed to present a slate of
candidates at the November Meeting. Nominations from the floor shall be
accepted. |
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Section 4 |
Annual Election |
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Election of one-third of the Board will be held at the November meeting.
Election of Board Members shall be by a majority vote from the members,
at the meeting. All members in good standing, (those members whose dues
are currently paid in full) in attendance at the meeting will vote by
written ballot. |
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Section 5 |
Board Vacancies |
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Vacant Board positions may be filled by recommendation of the President,
followed by a majority vote of the Board, at a regular or special
meeting of the Board. |
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Article VII |
Section 1 |
Board Meeting Quorum |
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A quorum is necessary to conduct board meetings. A quorum shall consist
of a majority of the Board positions filled at that time, at least three
(3) of whom are Officers. BCGS members are welcome to attend Board
meetings. To secure speaking time on the agenda, contact the President
within five (5) business days prior to the meeting date. |
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Section 2 |
Business Meeting Quorum |
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A quorum at a business meeting shall consist of a majority of BCGS
members in good standing who are in attendance at the meeting. |
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Article VIII |
Section 1 |
Duties of President |
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A. Preside over all meetings. |
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B. Appoint Chairpersons to Standing and/or Special Committees. |
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C. Recommend appointments to the Board when vacancies occur. |
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Section 2 |
Duties of First Vice-President |
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A. Assume the duties of the President in the absence of the President. |
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B. Chair BCGS Program Committee |
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C. Prepare the Year-End Program Report. |
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Section 3 |
Duties of Second Vice-President |
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A. Assume the duties of the President in the absence of the President
and First Vice-President. |
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B. Chair membership services. |
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C. Promote BCGS to attract new members. |
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D. Prepare the Year-End Membership Report |
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Section 4 |
Duties of Corresponding Secretary |
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A. Obtain, respond to and/or distribute for response, incoming BCGS
mail. |
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B. Maintain a file of BCGS correspondence, as needed. |
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C. Send “Thank You” notes to speakers. |
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Section 5 |
Duties of Recording Secretary |
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A. Prepare and distribute BCGS meeting minutes. |
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B. Keep and have available for reference at all meetings, the BCGS
By-Laws. |
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C. Prepare and maintain a current inventory of all legal documents,
records and equipment belonging to the BCGS. |
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D. Responsible for all Attendance Records at all meetings and programs. |
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E. Prepare Year-End Attendance Report |
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F. Keep all signed contracts. |
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Section 6 |
Duties of Treasurer |
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A. Custodian of all funds of the BCGS. Responsible to deposit them in
insured financial institutions, or invest them pursuant to instructions
of the Board. |
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B. Sign checks with the President for authorized disbursements on
behalf of the BCGS. |
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C. Make all financial records available for audit. Keep record of all
monies. |
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D. Prepare and present a Financial Statement at each meeting of the
Board and at general membership meetings. |
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E. Prepare the Year-End Treasury Report. |
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Section 7 |
Duties of Librarian |
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The Librarian shall keep an inventory of the society’s holdings; prepare
and stock the collection with library materials (files, books, etc.);
recommend additional materials for the collections; maintain the society
history book. All library holdings shall be kept accessible and current. |
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Section 8 |
Duties of Parliamentarian/Sergeant at Arms |
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The Parliamentarian shall advise the BCGS Board on matters of
Parliamentary procedure. The Parliamentarian is responsible to bring
‘Roberts Rules of Order’ and ‘A Guide for the Organization and
Management of Genealogical Societies’ to all meetings of the BCGS.
Duties as the Sergeant At Arms is to be responsible for maintaining
order at the BCGS Programs, and Meetings. |
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Section 9 |
Duties of Directors and Board Members at Large |
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Directors will be appointed by the President from those serving in the
elected position of Board Members at Large. The responsibility of the
Directors is to jointly oversee the activities of the BCGS. All
Directors and Board Members at Large will be responsible for attending
and participating in Board Meetings and participating in committees as
assigned. |
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Section 10 |
Liabilities of Board Members |
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Members of the BCGS Board can be held liable in accordance with the laws
of the State of Michigan. Actions taken by an individual Board Member
shall not create liability for the entire Board. BCGS should carry
liability insurance. |
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Article IX |
Section 1 |
Committees and Councils |
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A. Chairpersons of Standing and Special committees shall be appointed
by the Board. |
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B. An Advisory Council may be created. This Council shall consist of
persons appointed by the President with the advice and consent of the
Board. |
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C. It is required that all committee members shall sign a contract that
they will not profit from any work performed for BCGS. |
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D. The Board may appoint special committees as necessary for the normal
and special functioning of BCGS. |
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Section 2 |
Standing Committees |
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A. Membership |
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Chair of this committee is the 2nd
Vice President with the treasurer as a standing member. The Membership
Committee shall promote membership, collect dues, maintain a membership
list, and notify members of dues renewal or delinquent dues. |
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B. Publicity |
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The Publicity Committee shall foster a relationship with the news media
in order to provide the BCGS with appropriate and timely publicity. |
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Subcommittees for Publicity: |
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1. Website |
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2. Blog Page |
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3. Printed BCGS
Announcements |
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4. Newspaper
Announcements |
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5. Announcements to
neighboring Societies, radio stations and TV stations. |
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C. Program |
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1. The Program Committee shall arrange for speakers, papers, exhibits,
visual and oral presentations, problem solving clinics, special interest
sessions, and other endeavors in support of genealogy. |
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2. The Program Committee will send “Thank
You for Accepting” invitation to the speaker, and
confirm date and time of event. |
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3. The Program Committee will be responsible for planning the next
year’s programs. These programs should be scheduled far enough in
advance for publicity and yet leaving opportunities for new found
speakers. |
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4. The Program Committee will set up a “Resource File” of speakers and
subjects for future reference and use. |
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D. Hospitality |
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1. The Hospitality Committee shall ensure that the meeting place has
proper seating. |
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2. Responsible for assigning “Greeters” at the programs. |
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Responsible for refreshments at programs as requested. |
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E. Research |
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The Research Committee shall locate, collect, and file all manner of
genealogical data from available sources and seek advice from archivists
for the best storage of records. |
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1. If possible, set up committee with a representative from all township
and municipalities in Berrien County. |
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2. Search the Internet for reliable sources that can be linked to the
BCGS website for research in Berrien County. |
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3. Index township and municipality records where possible. |
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4. Scan donated documents and photos |
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5. Indexing and filing of donated vital records |
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6. Evaluating need for ordering microfilmed Berrien County records
through the Family History Center. |
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7. Build a “Research List” for members to use when searching queries |
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8. Query Responses – Website and PastFinder |
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F. Publication |
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The Publication Committee shall publish and distribute the PastFinder
and brochures that promote genealogy. |
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G. Cemetery |
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The Cemetery Committee shall be responsible for recording, collating,
checking, publishing and distributing records of tombstone inscriptions
in Berrien County, Michigan. |
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H. Pioneer Certificate |
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The Pioneer Certificate Committee shall be responsible for distributing
and maintaining a supply of blank Pioneer Certificate application kits,
and checking completed kits for accuracy and determining which level
certificate should be awarded. They shall also be responsible for
preparing the Pioneer Certificates for presentation to applicants. |
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Article X |
Section 1 |
By – Law Amendments, Revisions, Supplements |
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Amendments, revisions, or supplements, to these by – laws may be made by
majority vote from BCGS members in attendance at a regular meeting. All
members in good standing must be notified a minimum of ten days before
such vote can take place. |
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Article XI |
Section 1 |
Procedure |
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The latest editions of ‘Roberts Rules of Order’ and ‘A Guide for the
Organization and Management of Genealogical Societies’ shall be the
authority governing meetings of the BCGS. |
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The Fiscal year of the BCGS is January 1 to December 31. |
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Article XII |
Section 1 |
Discontinuance |
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In the event that the BCGS is forced to discontinue activities because
of lack of membership, leadership, or finances, the records and
properties of the BCGS shall be entrusted to a genealogical or
historical society or association or library within the boundaries of
Berrien County, MI until the BCGS may be reorganized and again become
actively engaged in genealogy. |
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