Highlands Ranch Genealogical Society

Highlands Ranch, Colorado

HRGS Bylaws

HIGHLANDS RANCH GENEALOGICAL SOCIETY – BYLAWS

ARTICLE I – NAME    

The name of this organization is Highlands Ranch Genealogical Society, hereinafter known as the Society.

ARTICLE II – NONPROFIT STATUS            

The Society is organized, and shall be operated, in a manner consistent with the requirements of the Colorado Nonprofit Corporation Act and Section 501(c)(3) of the Internal Revenue Code.

ARTICLE III – OBJECTIVES    

The objectives of the Society shall be to:

  1. Promote an interest in genealogy and history.
  2. Encourage and instruct members in quality genealogical research and documentation techniques through informative programs and educational materials.
  3. Assist and support genealogical libraries, archives, and historical museums in Colorado that are open to the public.
  4. Publish genealogical and historical information as directed by the membership.

ARTICLE IV – MEMBERSHIP AND DUES      

Section A. Membership.

Any applicant interested in furthering the objectives of this Society shall be eligible for

membership upon submission of a completed application form and payment of dues.

Section B. Dues.

  1. Annual dues are payable in January. The Membership Coordinator shall notify members whose dues are not paid by the February membership meeting. If dues are not received by the March membership meeting the name shall be removed from the membership roll.
  2. Dues will not be pro-rated; however, a new member coming into the Society in the months of October, November, or December will be considered paid through December of the following year.

Section C. Classes of Membership and Dues.

Individual and Couple dues shall be set by a Standing Rule of the Society and shall take effect the

following year.

Section D. Membership and Fiscal Years.

The membership and the fiscal year of the Society shall run from January 1 through December 31.

Section E. Charter Members.

All persons who joined prior to 1 January 2003 shall be known as Charter Members.

ARTICLE V – MEETINGS              

Section A. Regular Meetings.

General Membership Meetings of the Society shall be held monthly except in June, July and

August. In case of an emergency, a meeting may be cancelled or rescheduled by the President or

the Vice- President, or any other member of the board in their absence.

Section B. Special Meetings.

The President, the Board of Directors, or a written request by ten members may call a Special

Meeting. The call for such a meeting shall be given at least seven days prior to the meeting date

and shall state the purpose of the meeting. No business other than that stated shall be

conducted.

Section C. Annual Meeting.

The regular meeting in May shall be known as the Annual Meeting.

Section D. Quorum.

For the purpose of conducting business, twenty-five percent (25%) of the members in good

standing shall constitute a quorum.

ARTICLE VI – OFFICERS                    

Section A. Officers.

The officers of the Society shall be President, Vice President, Secretary, Treasurer, Membership

Coordinator, and Past President. All officers shall have the authority to appoint assistants as

needed to aid in fulfilling their duties.

Section B. Election of Officers.

Election of officers shall be held annually. The President, Secretary, and Membership

Coordinator shall be elected in odd-numbered years. The Vice-President and the Treasurer shall

be elected in even-numbered years.

Section C. Term of Office.

An officer shall serve a term of two (2) years and shall remain available as an aide to the

successor for a period of three (3) months. No officer shall hold the same office more than two

(2) consecutive terms, unless there are no other qualified candidates. All Officers shall take office

at the close of the meeting at which they are elected and shall continue until their successors

have been elected.

Section D.

Officers shall hold only one (1) elected position at a time unless no suitable candidates are

available.

ARTICLE VII – BOARD OF DIRECTORS

Section A.

The Board of Directors shall consist of the officers of the Society. The chairmen of the

standing committees shall serve as ex-officio (non-voting) members of the board.

Section B.

No person shall be elected or continue to serve as an officer or director unless that person is a

member in good standing and has been a member of the Society for at least on (1) year. The

latter requirement can be waived if no suitable candidates are available.

Section C.

The standing Nominating Committee shall fill the term of any vacancy occurring on the Board of

Directors and the nominee shall be elected by a membership vote.

Section D.

There shall be nominally four (4) regular meetings of the Board of Directors annually. Special

meetings of the Board of Directors may be called by the President or, upon written request, by

two (2) members of the Board.

Section E.

The quorum for the Board of Directors shall be three (3) members.

Section F. The Board of Directors shall:

  1. Transact the business of the Society between general membership meetings.
  2. Direct committees.
  3. Approve programs for regular meetings.
  4. Authorize disbursements.
  5. Approve Society Projects.

ARITCLE VIII – DUTIES OF THE OFFICERS

Section A. Position – Specific Duties:

  1. The President shall:
  • Preside at all meetings of the general membership and the Board of Directors.
  • Appoint all chairmen of standing committees and special appointments, with the

exception of the Nominating Committee, with the approval of the Board of Directors.

  • Sign with the Society Secretary, all contracts and documents authorized on behalf of the

Society.

  • Sign checks in the absence of the Treasurer for authorized disbursements on behalf of the

Society.

  • Be an ex-officio member of all committees except the Nominating Committee.
  1. The Vice President shall:            
  • Assume the duties of the President in absence of, or at the request of, the President.
  • Be Director of the Program Committee, and may appoint assistants in charge of any

related subcommittees.

  • Oversee preparation and distribution of communications with the membership and with the community.
  1. The Treasurer shall:
  • In absence of the President and Vice-President, or at their request, assume the duties of the President.
  • Be custodian of all funds of the Society.
  • Sign checks for authorized disbursements on behalf of the Society.
  • Make all financial records available for audit three (3) weeks prior to the March Board Meeting.
  • Present a statement of finances at each meeting of the Board of Directors and at the general membership meetings.
  • Assist Membership Coordinator when requested in collecting dues.
  • Prepare a proposed annual budget for approval at the November Board meeting; said budget to be submitted for adoption by the membership at the January Meeting.
  1. The Secretary shall:
  • Be the Secretary of the Society and the custodian of its records except as are specifically assigned to others.
  • Keep a record of the proceedings of the Society.
  • Keep and have available for reference at all meetings a current copy of the Society’s Charter, Bylaws and Standing Rules.
  • Supply members of the Society with credentials as required.
  • Sign, with the President, all contracts and documents authorized by the Society.
  • Conduct the correspondence of the Society.
  • Maintain a file of the Society correspondence.
  • Assist in any Society mailing as requested by the officers and committee chairmen.
  1. The Membership Coordinator shall:
  • Collect the dues and maintain a record of all paid members.
  • Provide the Board with a quarterly update of new members.
  • Maintain and distribute new member packets.
  • Maintain the name tag box and guest book.
  • Provide address labels for any Society mailings.
  • Compile and distribute an Annual Membership Roster.
  • E-mail meeting notifications to membership.

Section B. Each Officer shall:

  1. Prepare a proposed budget to be given to the Treasurer for the Annual Budget by the November Board Meeting.
  2. Present a yearly written report at the Annual Meeting. This shall be done in triplicate with one copy each for the President, Secretary, and Procedures Manual (see below).

Section C. Procedures Manual:

All officers shall be responsible for maintaining and updating a procedures manual for their respective positions.

  1. Such manual shall contain a copy of all annual reports for that office.
  2. A current copy of the procedures manual shall be passed on to successors.

ARTICLE IX – STANDING COMMITTEES AND SPECIAL APPOINTMENTS

Section A. Standing Committees.

  1. The Standing Committees of the Society shall be Audit Committee, Nominating Committee, and Representative and Alternate to the Colorado Council of Genealogical Societies.
  2. Tenure of Office: The Nominating Committee and Audit Committee shall serve a term of one (1) year. The Representative and Alternate to the Colorado Council of Genealogical Societies shall serve a term of two (2) years from the date of appointment.
  3. Duties:
  • Audit Committee shall consist of two (2) individuals and shall audit the books of the Society and submit a report to the Board of Directors at the March Board Meeting and to the membership at the Annual Meeting.
  • Nominating Committee shall consist of two (2) members. A Chairman and one (1) member shall be elected by the general membership. They shall serve for one (1) year. The first person nominated shall be chairman. Candidates for offices must be an active member of the Society.
  • The Committee shall nominate candidates for the offices to be filled at the Annual Meeting. (2) Procure candidates to fill vacancies that occur during a term of office. (3) Submit a written list of candidates to the Board of Directors at the March Meeting.
  • Representatives to the Colorado Council: A Representative and Alternate shall be appointed by the Board or membership to attend and report the Council meetings.

Section B. Special Committees.

The Board is empowered to appoint additional committees as required. Any such appointment is considered ad hoc.

Section C. Proposed Budget. Each Standing Committee incurring expenses shall:

  1. Prepare a proposed budget to be submitted to the Treasurer for the annual budget by the November Board Meeting.
  2. Present a yearly written report at the Annual Meeting.

ARTICLE X – NOMINATIONS AND ELECTIONS

Section A. Elections

  1. Elections shall be held at the Annual Meeting or as needed to fill a vacancy.

Section B. Nominations

  1. The Nominating Committee shall present a written list of at least one nominee for each office being vacated to the Board of Directors at the March Board meeting and to the general membership at the April regular meeting. See Article VI, Sections B and C.
  2. Nominations may also be made by the general membership from the floor at the Annual Meeting provided each nominee is present or has given written consent to serve if elected.
  3. Voting
  • Those eligible to vote in the Society elections must be members in good standing whose dues are currently paid.
  • Voting shall be by voice, provided there is only one candidate for each office.
  • If more than one candidate is running for any one office, the voting shall be by written ballot. A simple majority of the members present shall elect.

ARTICLE XI – DISSOLUTION OF SOCIETY

In the event of the dissolution of the Society, all salable assets shall be converted to cash. The moneys of the Society shall be used to purchase genealogical and/or historical materials for a public library or historical museum. All legal documents, records, files, and reference materials belonging to the Society shall be deposited with a public library or museum. Dissolution shall be in accordance with Internal Revenue Code Section 501(c)(3).

ARTICLE XII – PARLIAMENTARY AUTHORITY                    

The rules contained in Robert’s Rules of Order, newly revised, shall govern the Society in all cases in which they are applicable and which are not inconsistent with these Bylaws and any Standing Rules.

ARTICLE XIII – AMENDMENTS                  

These Bylaws may be amended at any meeting by a two-thirds (2/3) vote of members present, using the following procedures:

  1. Proposals may be submitted by any member. Such submissions must be in written form and submitted to the Board of Directors at least two months prior to membership approval.
  2. All proposed amendments, together with the recommendations of the Board of Directors, shall be made available to the membership at least two months prior to approval by the membership.
  3. Approved amendments shall become effective immediately after the voting.

Bylaws amended and ratified by the membership at the__May 3, 2011 meeting.

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