By Laws

BGS BYLAWS
ARTICLE I – NAME
The name of this society shall be the Boulder Genealogical Society.
ARTICLE II – NON – PROFIT CHARTER
SECTION 1: The Society shall maintain a non-profit Corporation Charter from the State of Colorado.SECTION 2: The Society will designate a registered office in Colorado and a registered Agent at such office, as required by every nonprofit corporation in Colorado.ARTICLE III – PURPOSEThe objects of the Society shall be to collect, preserve and disseminate knowledge and information with reference to genealogical and related historical, biographical and heraldic data; and in these fields to inculcate and promote interest in research, to stimulate and provide instruction in the use of efficient mechanics and the adherence to scientific principles of accuracy and thoroughness in research, to champion advanced ethical standards and to discourage and oppose incompetent and disreputable practices or researchers, to foster careful documentation and otherwise promote scholarly writing.

ARTICLE IV – MEMBERSHIP
SECTION 1: Any individual or institution interested in promoting the objectives of the Society is eligible for membership.
SECTION 2: A membership shall consist of persons residing at one address.

ARTICLE V – OFFICERS
SECTION 1: The officers shall consist of a President, Vice President, Recording Secretary, Corresponding Secretary and Treasurer.
SECTION 2: Term of office shall extend from installation in January until the next installation of officers the following January.

ARTICLE VI – DUTIES OF OFFICERS
SECTION 1: The President shall be the principal executive officer, with responsibility for the general supervision of the affairs of the Society, and shall be the official spokesperson of the Society. The President shall preside at all meetings of the Society and the Board and, except as otherwise provided, appoint all committees with the approval of the Board. The President may sign checks in the absence of the Treasurer, for all disbursements made. The President shall be ex-officio member of all committees except the Nominating Committee. The President shall perform any other duties given to this office. (Seems extraneous to me. JD) [moved from standing rules]
SECTION 2: The Vice President shall, in the absence or inability of the President, perform the duties pertaining to the office. The Vice President shall discharge such duties as may be requested by the President or prescribed by the Board.
SECTION 3: The Recording Secretary shall keep an official record of the proceedings of the Society and (delete those? JD)of the Board; shall have available at all meetings a copy of the Bylaws and the Standing Rules, recording all changes (to both)(delete (to both)JD) at the time that they are made with the date of change; shall provide a summary of three meetings in the past quarter to be included in the newsletter. [moved from standing rules]

SECTION 4: The Corresponding Secretary shall be responsible for the receipt and distribution of all correspondence of the Society as directed by the President and the Board; shall send notes and other courtesy messages as appropriate; shall maintain a non-profit mailing permit; shall maintain the P.O. Box for the Society. [moved from standing rules]

SECTION 5: The Treasurer shall receive and disburse all funds of the society; shall deposit them in such bank as may be directed by the Board; shall make disbursements as directed by the Board; shall prepare an annual budget for the approval by the Board and general membership; shall present a monthly financial statement to the Board and general membership. [moved from standing rules] An audit of the Treasurer’s records shall be conducted at the close of each calendar year by the Auditor, and the results shall be reported to the Board and membership.

SECTION 6: Officers shall turn over all records and correspondence pertaining to their respective offices to their successors within fifteen days after their terms of office expire. The President shall determine which of these records are non-current and are to be deposited with the Historian.


ARTICLE VII – EXECUTIVE COMMITTEE AND BOARD OF DIRECTORS

SECTION 1: An Executive Committee consisting of the elected officers excluding the Nominating Committee of the Society shall conduct emergency business as may be necessary between regular meetings of the Board.

SECTION 2: The Board of Directors shall consist of the elected officers of the Society, the immediate Past President, the chairs of the Standing Committees and a maximum of three (3) Members-At-Large. The quorum shall be six members of the Board.

The duties of officers shall be found under Article XI of these bylaws and the duties of other members of the Board shall be found in the Society’s Standing Rules.

SECTION 3: The Board shall have control and manage the affairs and funds of the Society.

SECTION 4: The Board shall meet monthly, the time and place of the meeting to be determined by the President. A meeting can be canceled for just cause by the President with approval of the executive committee.

ARTICLE VIII – COMMITTEES

SECTION 1: The President shall appoint Standing Committee Chairpersons with the approval of the Board. The Standing Committees shall be Education, Genealogical Inquiries, History, Librarian, Library Committee Chair, Library Volunteer Chair, Membership, Newsletter, Parliamentarian, Publicity, Publishing Advisor, Program, Quarterly, Sales – Publications, Sales – Forms, Social, Web Site Editor. Other committees may be appointed by the President as needed. The terms of the Standing Committees shall commence with the February meeting and continue for one year.

SECTION 2: The Committee Chairs shall turn over all records and correspondence pertaining to their respective committees to their successors. This should be done within fifteen days after their terms of office expire. If their successors have not been appointed by that time, the records should be turned over to the President.

ARTICLE IX – NOMINATIONS AND ELECTIONS

SECTION 1: All officers and the Nominating Committee for the following year shall be elected by the majority vote of the membership present at the regular meeting in December.

SECTION 2: The immediate Past President shall be the Chair of the Nominating Committee. Other members shall consist of the Membership Chair and two (2) elected members. Consent of each nominee shall be obtained prior to his or her nomination. In addition to the slate of candidates presented by the Nominating Committee, other nominations may be made from the floor, with prior consent of the nominee.

SECTION 3: It shall be the duty of the Nominating Committee to nominate at least one candidate for each position as officer of the Society, to be filled at the next succeeding election. Members may submit the names of persons eligible and available for nomination to the committee for its consideration. The report of the Nominating Committee shall be presented at the regular meeting in November.

ARTICLE X – FILLING OF VACANCIES

A vacancy in any elective position shall be filled by the Executive Committee, with advice from the Nominating Committee, such appointment to last until the next election.

ARTICLE XI – MEETINGS

SECTION 1: The Society shall meet in the Boulder area on the first Tuesday of each month unless a cancellation or an alternate date becomes necessary. The annual meeting of the Society shall be held in January. Special meetings of the Society may be called by the President with the approval of the Board.

SECTION 2: The business arising at the meetings of the Society shall he transacted by the members who are present and voting. A Society quorum of ten (10) members shall be present to conduct the business.

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 not inconsistent with the Bylaws of the Society.

ARTICLE XIII – DUES

SECTION 1: The Society membership is on a January 1st to December 31st year basis.

SECTION 2: Dues are payable January 1st. Members joining between January 31st and October 31st will receive all Quarterlies for the calendar year in which the dues payment was made. New members admitted at the November and December meetings shall have their dues carry over for the new year with their Quarterly subscription beginning in February. Members with dues not paid by the March meeting will be dropped from the roll. Members dropped for non-payment of dues may be reinstated upon payment of dues for the current year.

SECTION 3: Dues are set by the Board with the approval of the general membership.

ARTICLE XV – DISSOLUTION

In the event of any dissolution of the Society, all material on loan to the Society shall be returned to the owners, and assets remaining after existing debts are paid shall be donated to a like Society or Library.

ARTICLE XVI – AMENDMENTS

A proposed amendment to these Bylaws may be submitted to the Board at a regular meeting in writing signed by at least five members, or may originate with the Board. The proposed amendment shall be presented to the membership at the Society’s regular monthly business meeting for discussion. A vote on the proposed amendment shall be held at the Society’s next regular meeting. The amendment must pass by a two-thirds vote of those present and voting.

The Bylaws were adopted:

6 May 1975 Mary Ormsbee, President

Revised: November 1978 Mary Phelan, President

Revised: 1 June 1982 L.T. Ostwald, President

Revised: 2 July 1985 Jan Polkinghorne, President

Revised: 6 June 1989 Mary Ann Finlay, President

Revised: 5 September 2000 Rose Mary Highman, President

Revised: 7 November 2006 Joan Dawson, President

BGS Standing Rules
 

BGS STANDING RULES

I. MEMBERSHIP

Dues are $20.00 per household membership for those who receive an electronic copy of the Quarterly. There is an additional $15 fee to receive a printed copy of the Quarterly. These amounts are due at the start of the calendar year.

II. MEETINGS

Meetings are generally held on the first Tuesday of each month at Frasier Meadows Retirement Community, 350 Ponca Place in Boulder at 7:30 p.m.

III. GENEALOGY COLLECTION

Our collection of genealogical materials, books, etc. shall be housed at Carnegie Library located at 1125 Pine Street in Boulder. BGS shall operate according to the current Memorandum of Understanding between BGS and the Boulder Public Library a copy of which shall be located in the Policies and Procedures Manual.

IV. ANNUAL SOCIAL EVENT

The Board will set the date for an annual social event. The Distinguished Service Award may be given at this event. At the discretion of the Board, solicitation and awarding of door prizes may take place. Tickets for the drawing will be distributed when people sign in. The tickets to be drawn will remain in the possession of the Vice President. The drawing will be held at the front of the room. When a request is made for a member to make purchases for the event, re-imbursement will come from the treasury.

V. DUTIES OF THE STANDING COMMITTEE CHAIRS AND MEMBERS-AT-LARGE

Each group or committee shall create and maintain their portion of the Policies and Procedures Manual, subject to review by the board.

  1. EDITOR – NEWSLETTER

Shall receive from members and other sources material of timely value relating primarily to functions and activities of the Society and general genealogical interest to be published in the Newsletter of the Society; shall edit and lay out the material; shall arrange to have it distributed on a regular periodic basis.

  1. EDITOR – QUARTERLY

Shall receive from members and other sources material of historic interest relating primarily to Boulder County and general genealogical interest to be published in the official Quarterly of the Society; shall edit and lay out the material; shall arrange to have it published in time for electronic distribution by February, May, August and November. Shall prepare an annual printed edition containing all four quarterly editions for those members who order one, and shall also make available to the public for order online.  

  1. EDITOR – WEB SITE

Shall manage the Society’s primary Web presence, including ensuring the Society’s Web site is current, collaborating with outside Web masters to create links to and from the site, and preparing and posting documents to the Society’s Web site, including recording and uploading meetings or designating a volunteer for this duty; shall collaborate within the Society to get documents and data to post on the site.

  1. EDUCATION TEAM

Shall plan and may construct and deliver YAFI (You Asked for It) sessions and beginner classes, including printing of handouts; shall provide flyers at the general meetings for beginner classes, as well as upcoming Denver area seminars and special meetings of interest.

  1. GENEALOGIST

Shall oversee all research inquiries directed to the Boulder Genealogical Society relating to Boulder County.

  1. GREETER

Shall make name tags available for members and visitors at each meeting, and shall maintain the sign-in sheet at each meeting.

  1. LIBRARY COMMITTEE CHAIR

Shall accept donations and obtain books, pamphlets and other materials of genealogical nature for the Society library in accordance with the then-current donation policy of BGS. Shall oversee the work of the following: make a permanent record of all new material by adding the items to the current cataloguing system; and arrange the material in a way that makes it accessible to the members, librarians and general public. The chair shall make recommendations to the Board for the purchase of new materials and supplies for the Library (the payment shall be made by the Treasurer with money drawn from the Library Fund). Shall also oversee the Library Fund and the Library Committee. Shall act as liaison with Boulder Public Library concerning BGS library activities.  

  1. MEMBERSHIP CHAIR  

Shall maintain a record of members current and past. The membership list shall be regularly updated and made available for use by members of the Board and Standing Committees as required.  Shall send initial welcome message to new members; shall collect dues and forward to the Treasurer for deposit; shall notify members no later than the November meeting, with an announcement at the meeting as well as in the newsletter and a mass email message, that dues are payable January 1; and shall contact those who have not paid by February 15, removing the non-payers from the current membership list and adding them to the past members’ list at the end of February.

  1. PARLIAMENTARIAN

Shall assist the President, officers and members of the Society with questions concerning parliamentary procedure.

  1. PROGRAM CHAIR

Shall arrange programs for general meetings. Shall contact speakers for handouts and provide copies at the meeting; shall send letters to speakers requesting permission to record programs.  Shall provide program information to the President and Publicity Chair, as well as add the information to the Society website.

  1. PUBLICITY CHAIR

Shall prepare flyers and press releases on BGS meetings and classes and disseminate them to appropriate public media and community organizations.

  1. SOCIAL CHAIR

Shall be responsible for the refreshments for general meetings and for social events, with assistance from volunteers.

  1. SOCIAL MEDIA MANAGER

Shall manage the Society’s social media presence, including but not limited to Facebook, Twitter, Google+ (G+) etc.; shall post information on upcoming events and meetings related to the Society.  Shall collaborate within the Society to get information to post and be able to answer questions that come from the Society’s social media presence regarding available resources, membership and events.

  1. SPECIAL FUNDS COMMITTEE CHAIR

Shall administer the Endowment and other funds in accordance with the Special Funds Committee Charter.

  1. TECHNOLOGY CONSULTANT

Shall be available to assist with the Society’s use of technology (eg., computers, software, telecommunications, internet, projectors, etc.)

  1. MEMBERS-AT-LARGE

A maximum of three may be appointed at the discretion of the President to attend Board meetings with full voting privileges. The purpose of including members-at-large is to encourage new board membership and gain input of experienced board members.

VI. DUTIES OF APPOINTED REPRESENTATIVES

  1. DELEGATE TO COLORADO COUNCIL OF GENEALOGICAL SOCIETIES

Shall represent the Boulder Genealogical Society at meetings of the Council (commitment of funds and resources of BGS is subject to approval by the Board), and shall report regularly to the Board and general membership on the proceedings of the Council. An alternate delegate shall serve in the absence of the regular delegate.

  1. DELEGATE TO FEDERATION OF GENEALOGICAL SOCIETIES

Shall maintain contact with the Federation and represent the interests of BGS. If possible, the delegate or an alternate is encouraged to attend the annual FGS conference.

  1. REPRESENTATIVE TO HERITAGE ROUNDTABLE

Shall attend the meetings of the Roundtable held in Boulder, in order to maintain contact between BGS and other active groups; shall encourage participation in the Roundtable’s “Boulder Historic Preservation” Awards Ceremony; and shall keep BGS members informed about events and speakers at other meetings.

VII. Miscellaneous EXECUTIVE COMMITTEE AND BOARD OF DIRECTORS Responsibilities

  1. The Executive Committee shall determine the recipient of the Distinguished Service Award each year.
  2. The Board shall determine and maintain the copyright for the Quarterly.

These Standing Rules were adopted by the Board 20 April 1982

Revised and adopted 2 July 1985

Revised 6 June 1989

Revised 5 September 2000

Revised 11 March 2008

Revised 1 November 2010

Revised with corrections from the Board 22 July 2014

Revised 26 July 2016

© 2002-2016 Boulder Genealogical Society

 

Last Update Monday, September 12th, 2016

 

© 2002-2016 Boulder Genealogical Society