Alabama Genealogical Society
ALABAMA GENEALOGICAL SOCIETY, INC.
Effective January 1, 2003
ARTICLE I. NAME
The name of this organization shall be THE ALABAMA GENEALOGICAL SOCIETY,
ARTICLE II. OBJECT
The object of this organization shall be exclusively scientific and educational
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
Section 4. Donations to the society of an unrestricted nature will be accepted
in the general fund.
Active members are participating members and are entitled to one copy of each
Society publication thereafter printed during membership.
Individuals shall pay annual dues.
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.
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.
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.
ARTICLE IV. OFFICERS
Officers of this Society shall consist of Elected and Appointed.
Section 1. Elected officers shall be President, First Vice President, Second
Recording Secretary, Corresponding Secretary, and Treasurer.
Section 2. APPOINTED OFFICERS shall be Magazine Editor, Newsletter Editor,
Historian, Parliamentarian, Registrar, and chairmen of Standing Committees.
(See Article VII)
All elected officers shall be elected for a term of two (2) years or until
successor is named. No member shall be eligible to be elected to more than
two consecutive terms in the same office.
PRESIDENT: It shall be the duty of the President
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.
To preside at all meetings of this Society.
To serve as chairman of the Executive Committee and Executive Board.
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
To serve as ex-officio member on all standing and special committees of
the Society except the Nominating Committee.
To perform all such duties as assigned by these Bylaws or designated by
the Executive Committee or Executive Board.
FIRST VICE PRESIDENT: It shall be the duty of this office
To assist the President as requested.
To preside at all meetings of the Society, Executive Committee or
Executive Board at the request of or in the absence of the President.
To assume the office of President should such an office become vacant.
To serve as Program Chairman
Engage speaker with the approval of the President.
Set time and place for meetings with the approval of
Provide local arrangements for lodging, meals,
transportation and any other appropriate amenities.
To perform such duties as may be provided for in these
Bylaws or delegated by the Executive Committee or Executive Board.
SECOND VICE PRESIDENT: It shall be the duty of this office
To assist the President as requested.
To preside at all meetings of the Society, Executive
Committee or Executive Board in the absence of both the President and First
To serve as Membership Chairman
Keep a permanent record of membership.
Send welcome letter and membership card to new
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.
Responsible for editing, printing and distributing a
current membership roster at the discretion of the Executive Board.
At the beginning of the fiscal year, send a membership application to
temporary members. (See Standing Rules)
To perform such duties as may be provided for in
these Bylaws or delegated by the Executive Committee or Executive Board.
4. RECORDING SECRETARY: It shall be the duty of this office
To assist the President as requested.
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
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.
CORRESPONDING SECRETARY: It shall be the duty of this office
To assist the President with all correspondence.
To be responsible for receiving and responding to genealogical queries and
requests concerning membership or objectives of the Society.
To be responsible for the sending to appropriate members,
notices of all meetings of the Executive Committee & Executive Board as
outlined in these Bylaws.
TREASURER: It shall be the duty of this office
To assist the President as requested.
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.
To be custodian of all funds of the Society and to maintain an accurate
accounting of said funds.
To sign all checks disbursing funds of the Society and to
disburse said funds only as approved by the President or Executive Committee.
To be prepared to give a report on the financial condition of
the Society at any meeting of the Society, Executive Committee or Executive
To submit a written financial report to the Executive Committee prior to
each annual meeting of the Society.
Section 3. VACANCIES:
Appointed offices shall be filled by appointment by the President and
approval of the Executive Committee.
Terms of appointed officers shall be at the discretion of the Executive
Committee not to exceed the term of said committee.
A vacancy occurring in the elected office of President shall be filled by
the First Vice President.
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 4. Nine (9) active members shall constitute a quorum at any regular
or special meeting of the Society.
Special meetings of the Society may be called by
The President with approval of the Executive Committee.
A signed petition to the President by 25 active members.
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.
ARTICLE VI. EXECUTIVE COMMITTEE AND EXECUTIVE BOARD
Section 1. EXECUTIVE COMMITTEE
Section 2. EXECUTIVE BOARD
Shall consist of the elected officers and appointed officers of the
Shall be the administrative body of this Society except as otherwise
restricted by these Bylaws.
Shall meet as deemed necessary by the President or a majority of said
Shall require a quorum of three (3) to conduct official business.
Shall consist of the Executive Committee and all chairmen of the Society.
Shall promote the objects of the Society by developing long range planning
for the Society.
Shall meet no less than semi-annually and shall report to the membership
at each regular meeting of the Society.
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
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.
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.
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
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.
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.
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.
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.
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.
Announcement of site, time and speaker (if possible) at each Society meeting
for the following Society meeting.
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.
All mail consisting of 200 pieces or more shall be sent by bulk mail.
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.
All monies shall be sent to the treasurer at the specified address.
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.
Magazine to be published two times a year.
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.