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Alabama Genealogical Society Logo

Alabama Genealogical Society

BYLAWS



ALABAMA GENEALOGICAL SOCIETY, INC.
Effective January 1, 2003

ARTICLE I. NAME
The name of this organization shall be THE ALABAMA GENEALOGICAL SOCIETY, INC. (AGS).

ARTICLE II. OBJECT
The object of this organization shall be exclusively scientific and educational as defined within the Articles of Incorporation as may be revised.

ARTICLE III. MEMBERSHIP, DUES and DONATIONS
Section 1. All individuals or institutions known to be interested in the objects of this Society shall be eligible for membership upon filing proper application and payment of dues for the current year.
Section 2. Dues shall be determined from time to time by the Executive Board and are due at the beginning of each fiscal year. If not received by the end of the second fiscal month, the membership chairman shall notify these members, and those whose dues are not received by the end of the third fiscal month shall be automatically dropped from membership in the Society.
Section 3. Classification of Membership
  1. ACTIVE
    Active members are participating members and are entitled to one copy of each Society publication thereafter printed during membership.
    1. Individuals shall pay annual dues.
    2. Family members shall pay annual dues plus $5.00 and be entitled to receive one copy of each Society publication thereafter printed during membership for one household. Each registered adult family member resident in one household shall be entitled to all other privileges of a participating member.
  2. LIBRARIES, GENEALOGICAL AND HISTORICAL ORGANIZATIONS
    Library, Genealogical and Historical Organizations shall pay 75% of annual dues for membership. Such a membership shall be entitled to one copy of each Society publication thereafter printed during membership and will carry no other participating privileges.
  3. LIFE
    Life membership may be conferred upon any active member in recognition of outstanding and exceptional service to the Society. Life membership will include all privileges of an active member with the exception of paying dues.
Section 4. Donations to the society of an unrestricted nature will be accepted and placed in the general fund.

ARTICLE IV. OFFICERS
Officers of this Society shall consist of Elected and Appointed.
Section 1. Elected officers shall be President, First Vice President, Second Vice President, Recording Secretary, Corresponding Secretary, and Treasurer.
  1. All elected officers shall be elected for a term of two (2) years or until their successor is named. No member shall be eligible to be elected to more than two consecutive terms in the same office.
  2. Duties
    1. PRESIDENT: It shall be the duty of the President
      1. To serve as the official representative of this Society in its contacts with all other persons or organizations for the purpose of advancing the objectives of this Society.
      2. To preside at all meetings of this Society.
      3. To serve as chairman of the Executive Committee and Executive Board.
      4. To call special meetings of the Society, Executive Committee and Executive Board, and affix time and place of such meetings as outlined in these bylaws in Article V.
      5. To serve as ex-officio member on all standing and special committees of the Society except the Nominating Committee.
      6. To perform all such duties as assigned by these Bylaws or designated by the Executive Committee or Executive Board.
    2. FIRST VICE PRESIDENT: It shall be the duty of this office
      1. To assist the President as requested.
      2. To preside at all meetings of the Society, Executive Committee or Executive Board at the request of or in the absence of the President.
      3. To assume the office of President should such an office become vacant.
      4. To serve as Program Chairman
        1. Engage speaker with the approval of the President.
        2. Set time and place for meetings with the approval of the President.
        3. Provide local arrangements for lodging, meals, transportation and any other appropriate amenities.
      5. To perform such duties as may be provided for in these Bylaws or delegated by the Executive Committee or Executive Board.
    3. SECOND VICE PRESIDENT: It shall be the duty of this office
      1. To assist the President as requested.
      2. To preside at all meetings of the Society, Executive Committee or Executive Board in the absence of both the President and First Vice President.
      3. To serve as Membership Chairman
        1. Keep a permanent record of membership.
        2. Send welcome letter and membership card to new members.
        3. Notify delinquent members at the end of the second fiscal month of dues payable and that the member shall be dropped automatically from membership if dues are not received by the end of the third fiscal month.
        4. Responsible for editing, printing and distributing a current membership roster at the discretion of the Executive Board.
        5. At the beginning of the fiscal year, send a membership application to temporary members. (See Standing Rules)
        6. To perform such duties as may be provided for in these Bylaws or delegated by the Executive Committee or Executive Board.
    4. 4. RECORDING SECRETARY: It shall be the duty of this office
      1. To assist the President as requested.
      2. To keep a permanent record of all proceedings of all meetings of the Society, Executive Committee and Executive Board and to send a copy of all minutes of all meetings to the President within two weeks of said meeting.
      3. To maintain a current copy of the Bylaws of the Society as it may be amended and to maintain current copies of all special or standing rules of the Society.
    5. CORRESPONDING SECRETARY: It shall be the duty of this office
      1. To assist the President with all correspondence.
      2. To be responsible for receiving and responding to genealogical queries and requests concerning membership or objectives of the Society.
      3. To be responsible for the sending to appropriate members, notices of all meetings of the Executive Committee & Executive Board as outlined in these Bylaws.
    6. TREASURER: It shall be the duty of this office
      1. To assist the President as requested.
      2. To collect, record and deposit all dues and other monies received by the Society and to maintain permanent and current lists of all dues-paying members.
      3. To be custodian of all funds of the Society and to maintain an accurate accounting of said funds.
      4. To sign all checks disbursing funds of the Society and to disburse said funds only as approved by the President or Executive Committee.
      5. To be prepared to give a report on the financial condition of the Society at any meeting of the Society, Executive Committee or Executive Board.
      6. To submit a written financial report to the Executive Committee prior to each annual meeting of the Society.
Section 2. APPOINTED OFFICERS shall be Magazine Editor, Newsletter Editor, Historian, Parliamentarian, Registrar, and chairmen of Standing Committees. (See Article VII)
  1. Appointed offices shall be filled by appointment by the President and approval of the Executive Committee.
  2. Terms of appointed officers shall be at the discretion of the Executive Committee not to exceed the term of said committee.
Section 3. VACANCIES:
  1. A vacancy occurring in the elected office of President shall be filled by the First Vice President.
  2. Vacancies in all other offices shall be filled immediately by presidential appointment with approval of the Executive Committee.

ARTICLE V. MEETINGS
Section 1. The Society shall hold a meeting in the spring and an annual meeting in the fall of each year. The time and place shall be selected by the Program Chairman as stated in Article IV Section 1B 2-d) and written notice shall be mailed to the membership no less than 15 days prior to each meeting.
Section 2. Officers shall be elected and installed at the odd year annual meeting and take office at the beginning of the even fiscal year.
Section 3.
  1. Special meetings of the Society may be called by
    1. The President with approval of the Executive Committee.
    2. A signed petition to the President by 25 active members.
  2. Such meeting dates shall be set by the President no less than 15 days and no more than 30 days of official call, all active members being given written notice of time, place and date. Only business stated in the official call shall be transacted except by unanimous consent of members present.
Section 4. Nine (9) active members shall constitute a quorum at any regular or special meeting of the Society.

ARTICLE VI. EXECUTIVE COMMITTEE AND EXECUTIVE BOARD
Section 1. EXECUTIVE COMMITTEE
  1. Shall consist of the elected officers and appointed officers of the Society.
  2. Shall be the administrative body of this Society except as otherwise restricted by these Bylaws.
  3. Shall meet as deemed necessary by the President or a majority of said committee.
  4. Shall require a quorum of three (3) to conduct official business.
Section 2. EXECUTIVE BOARD
  1. Shall consist of the Executive Committee and all chairmen of the Society.
  2. Shall promote the objects of the Society by developing long range planning for the Society.
  3. Shall meet no less than semi-annually and shall report to the membership at each regular meeting of the Society.
  4. Shall require a quorum of five (5) to conduct official business.

ARTICLE VII. COMMITTEES
The President shall name committees and appoint chairmen as stated in Article IV Section 2A and Article VII Section 2.
Section 1. STANDING COMMITTEES
  1. BYLAWS. This committee shall meet at least annually to review current bylaws, review any proposed amendments, and to propose any amendment that would facilitate the operation of the Society.
  2. CERTIFICATE - FIRST FAMILIES OF ALABAMA - Pre-Statehood 14 December 1819. This committee shall consist of the Registrar, as chairman, and two members to review and approve applications and documentation for the certificate and issue the certificate.
  3. FINANCE. This committee shall annually review the report of the Treasurer. Shall make any recommendations it sees fit to improve the financial condition of the Society. Shall call for an audit of the finances of the Society as it deems necessary.
  4. NOMINATING. This committee shall consist of a chairman and two members and shall be available to present names to fill vacancies and unexpired terms. (See Article IV Section 3A) Shall present a slate of officers at the Fall meeting of the odd year.
  5. PUBLICATIONS. This committee shall include the Magazine Editor and the Newsletter Editor among its members. Its duties shall include, but not be limited to: reviewing cost, quality, number and content of all Society publications; setting the cost of back issues of the magazine; making such recommendations as it deems necessary to the editors of all Society publications; making recommendations to the President if it is deemed necessary to make a change in the editor of any publication of the Society. This committee may foster exchange of publications with other organizations.
Section 2. SPECIAL COMMITTEES. Such committees may be appointed by the President to perform a specific task or duty. The term of such committees shall be until the completion of its task or the expiration of the term of the appointing President, whichever is less.

ARTICLE VIII. FISCAL YEAR
The fiscal year of the Alabama Genealogical Society, Inc. shall be from 1 January through 31 December.

ARTICLE IX. PARLIAMENTARY AUTHORITY:
Roberts Rules of Order, Revised shall be the parliamentary authority for the Alabama Genealogical Society, Inc.

ARTICLE X. AMENDMENTS
These Bylaws may be amended at any regular or special meeting of the Society by 2/3 vote of those present and voting provided the proposed amendment or amendments shall be sent to the chairman of the Bylaws committee at least 30 days prior to the meeting and notice of proposed amendment(s) shall be mailed to all members 15 days prior to said meeting.

ARTICLE XI. DISSOLUTION OF SOCIETY
Upon dissolution of the Alabama Genealogical Society, Inc., all assets of the society shall be given to the Samford University Library for their use in the Genealogical Department. These assets shall be distributed for one or more exempt purposes within the meaning of Section 501 (c) (3) of the Internal Revenue Code, or corresponding section of any future federal tax code.

STANDING RULES

  1. The number of door prizes awarded per seminar shall be at the discretion of the Vice President in charge of programs with the approval of the Executive Board. Must be present to win.
  2. Announcement of site, time and speaker (if possible) at each Society meeting for the following Society meeting.
  3. A free temporary annual membership will be awarded to all seminar speakers. At the beginning of the next fiscal year this person shall be sent a letter by the Membership Chairman inviting an application for active membership.
  4. All mail consisting of 200 pieces or more shall be sent by bulk mail.
  5. As feasible, a balance is to be left in the treasury at the end of the fiscal year to cover the cost of the first newsletter and the Spring-Summer magazine for the succeeding year.
  6. All monies shall be sent to the treasurer at the specified address.
  7. Newsletter to be published 4 times a year - one each to notify membership for Spring and Fall meetings. Notification for amending the Bylaws to be sent so that membership receives notification at least 15 days before the meeting. (Article X)
  8. Magazine to be published two times a year.
  9. First Families of Alabama Pre-Statehood 14 December 1819 applications and documentation to be placed in the Special Collections Department, Samford University Library, Birmingham, Alabama.