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By-Laws

As Amended January 11, 1998

 

ARTICLE I. NAME

The name of this society shall be the SOUTH MISSISSIPPI GENEALOGICAL & HISTORICAL SOCIETY.

ARTICLE II. OBJECT

The object of the society shall be:

to collect, preserve, and disseminate genealogical data; to promote interest in genealogical research; and to encourage and instruct members in the use of genealogical source materials and in the proper documentation of findings.

ARTICLE III. POLICIES

Section 1. The society shall be nonsectarian, nonpartisan and nonprofit.

Section 2. No part of the assets of the society shall inure to the private benefit of any individual.

ARTICLE IV. MEMBERS

Section 1. Membership shall be held by individuals who support objectives of the society.

Section 2. The annual dues shall be fifteen dollars ($15.00) for individuals, or ten dollars ($10.00) each for two or more individuals of the same household, payable in advance on or before the first day of October each year. Yearly membership only.

Section 3. No member of the society shall be entitled to any of its privileges, vote, hold office, or be a member of any committee, until all dues have been paid.

Section 4. Any member whose dues have not been paid on or before the regular meeting in November shall be removed from the societys roster.

Section 5. An individual who has been removed from the societys roster for non-payment of dues may be reinstated upon payment of dues for the current year.

ARTICLE V. FISCAL RESPONSIBILITY

Section 1. The fiscal year shall commence on the first day of October and shall end on the last day of September.

Section 2. An auditing committee of three members shall be elected at the regular August meeting. Nominations of three or more members shall be made from the floor. Voting shall be by ballot with each member voting for three nominees. This committee shall audit the financial records of the treasurer and report to the society at its annual meeting in September.

ARTICLE VI. OFFICERS

Section 1. The officers of the society shall consist of a president, vice president, secretary, treasurer, librarian, and historian. The president may appoint a parliamentarian.

Section 2. At the regular meeting in August, a nominating committee of five members shall be elected by the society. Nominations of five or more members shall be made from the floor. Voting shall be by ballot with each member voting for five nominees. It shall be the duty of this committee to present one or more nominees for each office to be filled at the end of the annual meeting in September. Consent of each nominee must have been obtained prior to nomination. Additional nominations may be made from the floor.

Section 3. The officers of the society shall be elected by ballot to serve one year, or until their successors are elected. Their term of office shall begin at the close of the annual meeting at which they are elected.

ARTICLE VII. DUTIES OF OFFICERS

Section 1. The duties of the officers shall be as are specified by these bylaws and by the parliamentary authority adopted by the society.

Section 2. The president shall be the principal officer of the society and shall: preside at all meeting of the society and the executive board; appoint standing and special committees; serve as an ex-officio member of all committees, except the nominating committee.

Section 3. The vice president shall: perform the duties of the president in the absence of the president; serve as chairman of the program committee; serve in such other capacities as may be requested by the president or the society.

Section 4. The secretary shall: keep an accurate record of the proceedings of all meetings of the society and of the executive board, including a record of those in attendance at each meeting; conduct the correspondence of the society, as requested by the president; serve as chairman of the publicity committee; in the absence of both the president and the vice president, call the meeting to order and preside until the election of a chairman pre tem, which should take place immediately.

Section 5. The treasurer shall: have custody of the funds of the society, which shall be deposited in such bank as the society shall direct; collect dues from members; mail notices of dues for the ensuing year to members who have not paid dues by the regular meeting in October; furnish a current list of paid members and the lines on which they are working to the librarian at the November meeting and notify the president, newsletter editor and librarian of other members as added; make disbursements as required and directed by the society; make a financial report of all receipts, disbursements and outstanding accounts at each regular meeting, furnishing a copy of the report to both the president and the secretary; deliver to the auditing committee, prior to the September meeting all records for the current year; keep itemized records of all receipts and disbursements in a permanent file and deliver to the successor treasurer with fifteen days after the close of a term of office all books, records, papers and other property belonging to the society.

Section 6. The historian shall: prepare a narrative account of the societys activities, which, when approved by the society, shall become a permanent part of the societys official history; maintain a scrapbook.  

Section 7. The librarian shall: keep an up-to-date record of all members and of the lines upon which each is working; furnish each member a copy of this list at the December meeting; be responsible for collection of all family group records, ancestral charts and other genealogical records to be contributed to libraries selected by the society; serve as chairman of the membership committee.

Section 8. The parliamentarian shall serve as advisor to the chair and to other members of the society as prescribed in the parliamentary authority adopted.

Section 9. The annual reports of officers shall be filed with the secretary and become a permanent record of the society.

Section 10. Immediately after retiring from office, each officer, except the treasurer, shall deliver to the successor in office all accounts, records, books, papers, and other property belonging to the society.

ARTICLE VIII. MEETINGS

Section 1. The regular meetings of the society shall be held on the second Thursday of each month. The time of a meeting may be changed by a two-thirds vote of the members present at the previous meeting or by the executive board.

Section 2. The regular meeting of the society in September shall be the annual meeting for the purpose of electing officers, receiving reports of officers and committees, and for other business that may arise.

Section 3. Special meetings may be called by the president or by the executive board, or by the written request of five (5) members of the society provided all members are notified in writing of the time, place, and purpose of such meeting. No matter shall be considered at the special meeting except that stated in the call. Except in cases of emergency, at least five days notice shall be given.

Section 4. Ten members present at any meeting of the society shall constitute a quorum.

Section 5. No member shall have more than one vote, an no voting by proxy shall be allowed.

ARTICLE IX. EXECUTIVE BOARD

Section 1. The officers of the society, standing committee chairman, and the immediate past president shall constitute the executive board.

Section 2. The executive board shall: have general supervision of the affairs of the society between its regular meetings; make recommendations to the society; be subject to the directives of the society, and none of its actions shall conflict with action taken by the society.

Section 3. Regular meetings of the executive board shall be held at such times and places as shall be determined by the board at its first meeting.

Section 4. Special meetings of the executive board may be called by the president or upon the written request of three (3) members of the board.

Section 5. A majority of the members of the board shall constitute a quorum.

Section 6. No member shall have more than one vote, and no voting by proxy shall be allowed.

ARTICLE X. COMMITTEES

Section 1. The standing committees of this society shall be appointed by the president immediately after its annual meeting, as follows: bylaws, membership, program, publicity, and acquisitions. Special committees as may be deemed necessary may be appointed by the president.

Section 2. It shall be the duty of the bylaws committee to periodically review the bylaws and make recommendations as to necessary changes.

Section 3. It shall be the duty of the membership committee to promote, expand, and orient the membership. The librarian shall serve as chairman of this committee.

Section 4. It shall be the duty of the program committee to plan the programs of the society. The vice president shall serve as the chairman of this committee.

Section 5. It shall be the duty of the publicity committee to send pertinent news items to the news media. The secretary shall serve as the chairman of this committee.

Section 6. It shall be the duty of the acquisitions committee to prepare a list of suggested books and/or other materials to be purchased upon approval of the society.

ARTICLE XI. AMENDMENTS

These bylaws may be amended by two-thirds vote of the members present and voting at any regular meeting of the society, provided notice of the proposed amendment shall have been given at a previous meeting.

ARTICLE XII. PARLIAMENTARY AUTHORITY

The rules contained in the current edition of ROBERTS RULES OF ORDER NEWLY REVISED shall govern the society in all cases to which they are applicable and in which they are not inconsistent with these bylaws and special rules of order the society may adopt.

ARTICLE XIII. DISSOLUTION

Upon dissolution of this society, all of its assets remaining after payment of all costs and expenses of such dissolution shall be distributed to organizations which have qualified for exemption under Section 501 (c) (3) of the Internal Revenue Code, and none of the assets will be distributed to any member, officer or trustee of this society.

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Last modified: 29 May 2006