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JEFFERSON GENEALOGICAL SOCIETY INC.
ARTICLE I: NAME
SECTION 1. The name of the society is JEFFERSON GENEALOGICAL SOCIETY INC., (hereafter called 'the Society'), which has been organized under the Non-Profit Corporation Law of the State of Louisiana. The Society was organized on 14 June 1984 (Founder's Day), and formally incorporated on 12 February 1985.
ARTICLE II: OBJECTS AND PURPOSES
SECTION 1. The objects and purposes of the Society shall be as follows:
A. To unite individuals who are interested in the study of genealogy and history, and to assist its members in tracing and preserving records of their genealogy;
B. To develop and promote a greater public interest in and appreciation of genealogy and the rich and diverse cultural heritage that forms the fabric of the State of Louisiana;
C. To ascertain the location of public and private records, and to preserve and duplicate the same in order that they may be available to students of genealogy; to aid in investigations of this nature by combining the efforts and resources of its members; and by means of educational programs, to promote interest in, and enlist aid for a complete archival program for the Parish of Jefferson, and for the State of Louisiana;
D. To publish, occasionally, genealogical matter;
E. To collect and preserve genealogical and historical materials, and make them available for use of its members.
SECTION 2. The Society shall function as an incorporated, non-profit organization under the laws of the State of Louisiana, and within the provisions of Section 501(c)(3) of the Internal Revenue Code of 1954(or the corresponding provision of any future United States Internal Revenue Law). The Society is empowered to receive, maintain and hold, by bequest, devise, or gift, or otherwise, either absolutely or in trust, for any of its purposes, any property, either real or personal, any fund or funds, and is further empowered to invest and reinvest, maintain, manage, and apply any principal and interest, and expand the income and principal of the Society as agreed upon by said Society for the uses and purposes herein set forth.
ARTICLE III: MEMBERSHIP
SECTION 1. Membership in the Society shall be on a calendar year basis, and shall be of one classification; membership shall be limited to persons who exhibit an interest in genealogical research and the preservation of genealogical material. Members shall be entitled to receive the Newsletter.
SECTION 2. New members may be accepted upon proper completion of the Society's membership form and upon payment of dues.
SECTION 3. The Board of Directors and an affirmative vote of the membership may drop a member from the rolls for cause, after appropriate hearing.
ARTICLE IV: DUES
SECTION 1. Annual dues of the Society shall be reviewed periodically by the Board of Directors to consider and recommend any changes. Any recommended changes in the dues structure shall be presented to the membership by written notice, and voted upon at the next regular meeting. Dues shall be due on January 1st of each year, and shall be payable not later than the February meeting. Persons applying for membership shall remit payment with their membership form.
SECTION 2. Any member who has not paid dues by the March meeting will be contacted by the Membership Committee, and if dues are not paid by the April meeting, the member shall be automatically dropped as a member, unless good cause can be shown for delayed payment.
SECTION 3. Members in good standing may elect to become Life Members of the Society, and such Life membership may be granted by the Board of Directors of the Society upon payment of the Life membership Fee, as determined by the Board, and a Certificate to that effect will be issued by the Society. The payments collected from Life Members shall be deposited in a separate interest bearing account designated "Life Membership Funds", and only the annual interest there from may be transferred to the general fund of the Society.
ARTICLE V: OFFICERS
SECTION 1. The elected officers of the Society (also known as the Executive Committee) shall consist of the President, Vice-President, Secretary and Treasurer, whose terms of office shall be one year. At the expiration of their terms, the officers may be re-nominated to the office provided they agree to serve. In the event of an unexpired term for any elected position, that vacancy shall be filled by a replacement to be selected by the Board.
SECTION 2. At the April membership meeting each year, the Society shall elect a Nominating Committee of at least three members, which shall study and review the membership at large for the purpose of presenting a slate of nominees for office to be elected at the November meeting. Those officers and board Members so elected shall be installed at the December meeting and shall take office at the January meeting. Additional nominations for the several elective offices may be received from the floor. Any members in good standing may be nominated for office provided they agree to serve if elected. An affirmative vote of a majority of the members present, and voting, shall be required to elect officers and board members.
ARTICLE VI: DUTIES OF THE OFFICERS
SECTION 1. President: The President shall represent the Society at all times; shall preside at all meetings of the Society and Board of Directors; shall appoint chairmen of the standing committees, and any ad-hoc committees deemed necessary; and shall perform all other duties appertaining to the office.
SECTION 2. Vice-President: The Vice-President shall act as Assistant to the President. In the absence of the President, the Vice-President shall have all the powers and shall perform the duties and functions of the President.
SECTION 3. Treasurer: The Treasurer shall be the custodian of all the funds of the Society, and shall keep the financial records of the Society. The Treasurer shall collect dues, shall pay all bills as they are approved by the President, shall render a monthly statement, and shall prepare and present the Annual Financial Report to the Society for the January meeting. The Treasurer shall maintain a register of Life Members, and shall advise the Chairman of the Membership Committee of the proper payment of dues by new members.
SECTION 4. Secretary: The Secretary shall take and maintain minutes of all meetings of the Board of Directors and general membership, and shall keep all records of the Society, except financial records. Prior to the beginning of each meeting, the Secretary shall ascertain the presence of a quorum and advise the President accordingly.
At the end of each year, the Secretary shall affix a sheet to the official copy of the by-laws on which will be recorded all changes or additions in the by-laws for that year; also on this sheet shall be recorded the election of officers and board members, and their terms of office. After each year, a copy of these changes shall be attached to the President and Treasurer's copies.
SECTION 5. Within 10 days after installation, the outgoing officers shall transfer their files to the newly elected officers.
ARTICLE VII: BOARD OF DIRECTORS
SECTION 1. The Board of Directors shall consist of the four members of the Executive Committee, the Immediate Past-President, and two board members elected at-large. The two Board Members-At-Large shall be nominated and elected in the same manner as for officers (see Art. V., Sect. 2), excepting that Board Members-At-Large shall serve for staggered two-year terms. As with the officers, all nominees for board positions must have agreed to serve if elected.
SECTION 2. A Majority of the Board shall constitute a quorum for a board meeting.
SECTION 3. The Board shall prepare an annual budget for the Society to be presented for approval at the January board meeting.
ARTICLE VIII: MEETINGS
SECTION 1. Regular meetings of the Society shall be held on the second Thursday of each month, or at such time and place as designated by the Board of Directors.
SECTION 2. Notice of meetings shall be given by mail or otherwise at least 3 days prior to the meeting. A Quorum for a regular meeting shall be 20 members or 20% of the general membership, whichever is less. The secretary shall confirm that the quorum has been met before the meeting begins.
SECTION 3. When needed to properly conduct a meeting, Robert's Rules of Order shall govern.
ARTICLE IX: COMMITTEES & POSITIONS
SECTION 1. The Nominating Committee shall present a slate of officers and board members to be elected, as outlined in Art. V., Sect. 2.
SECTION 2. Additionally, the Society will have the following Standing Committees and Positions, the chairmen of which shall be appointed by the President. Except as otherwise stated, the chairmen with the approval of the President shall designate the members of the respective committees. Those committees and positions, and their respective duties and responsibilities shall be as follows:
A. Newsletter Editor: The Newsletter Editor shall prepare, publish and distribute the Society's newsletter six times a year, or at such other times as the Board of Directors may determine. The Editor shall be custodian of the Society's complete set of newsletters.
B. Program Committee: The Program Chairman shall be responsible for arranging and coordinating programs for the meetings.
C. Membership Committee: The Membership Chairman is custodian of all completed membership forms, and shall inform the following persons of the names and addresses of new members: Newsletter Editor, Telephone Committee Chairman and Surname Index Editor. This Chairman shall also be responsible for maintaining the roster of the Society as well as the Society's mailing list.
D. Telephone Committee: The Telephone Committee shall be one of the means by which to notify the local members of forthcoming meetings and events.
E. Surname Index Editor: The Surname Index Editor shall collect and prepare an index of ancestral surnames and places of origin for all members, past and present.
F. Field Trip Committee: The Field Trip Committee shall coordinate plans for local and extended field trips for the society, which will be organized according to the interests and needs of the membership.
G. Public Relations Committee: This committee shall be responsible for developing good public relations for the Society by securing favorable publicity. It shall provide information concerning the society and its forthcoming activities to individuals, to other genealogical and related organizations, and to the news media when appropriate. The chairman shall keep and maintain distribution lists for this purpose.
H. Historian: The Historian shall collect photographs, memorabilia, writings, and other items of interest, and shall prepare and maintain a permanent records chronicling the activities of the Society.
I. Librarian: The Librarian shall keep the library of the Society, and shall make the contents thereof available for loan to the membership. Also, the Librarian shall be available to act as liaison with the Jefferson Parish Library System on matters relating to the selection and purchase of genealogical materials.
J. Parliamentary Advisor: The Parliamentary Advisor shall be custodian of the Society's official copy of Robert's Rules of Order, and shall render interpretations of those rules as required.
K. Financial Audit Committee: The duties of the Financial Audit Committee shall be to review the financial records and reports of the Society within a month of the January meeting, and then issue a written report to the President within 15 days. The committee shall consist of at least 3 members appointed by the President. The treasurer shall not be a member of this committee.
L. Estate Salvage Committee: This committee shall assist members of the Society in planning for, or obtaining a proper repository for their genealogical records and material. Assistance to the family and heirs of deceased members in recognizing and appreciating the value and significance of genealogical records and materials to ensure the preservation thereof.
M. Publication Assistance Committee: The purpose of this committee is to encourage, guide and assist members in preparing notes and manuscripts for publication in local genealogical magazines and journals.
SECTION 3. Special Interest Groups (SIGs) may function within the Society, provided they are duly recognized and constituted by the Society. The minutes of the Society shall indicate the nature of the special interest and the scope of the activities of the Groups.
SECTION 4. The President shall appoint other committees on an ad-hoc basis as the occasion may require, and the minutes of the Society shall reflect the appointment, tasks and duration of said ad-hoc committees.
SECTION 5. All committees shall be directly responsible to the Board of Directors. Chairmen shall call a meeting of their committees within 30 days of appointment. If such a meeting is not called, the President shall issue the call.
SECTION 6. The chairmen of the respective committees shall keep the Society apprised of their activities. Committee chairmen shall submit their annual budget requirements to the Board of Directors as soon as possible after the beginning of each year. At the end of each year, the committee chairmen shall deliver a written report of the activities of their committees to the President in advance of the January meeting. The annual reports will then be filed with the Secretary, and will become part of the permanent files of the Society. Within ten days after the conclusion of their appointment, the chairmen of the respective committees shall transfer their files to their successors or to the Board of Directors.
ARTICLE X: SPECIAL EVENTS
SECTION 1. In commemoration of the Society's beginnings (14 June 1984), the month of June shall henceforth be known as "Founder's Month", and appropriate recognition thereof given at each June meeting.
ARTICLE XI: EXTRAORDINARY EXPENDITURES
SECTION 1. Proposals for extraordinary, non-budgeted expenditures by the Society shall be presented in writing to the Board of Directors for its deliberation and consideration. If approved by the Board, the proposal shall be presented for a vote at the next regular meeting.
ARTICLE XII: ARCHIVES OF THE SOCIETY
SECTION 1. [Space for this article is reserved!]
ARTICLE XIII: AMENDING THE ARTICLES OF INCORPORATION
SECTION 1. When any member proposes a change in the articles of incorporation, a written proposal detailing such change must be given to the President and the Board of Directors. At the next meeting of the Board of Directors, the Board shall address the proposed change. If the Board approves the proposal, it shall be submitted to the membership for final approval and passage. If the Board declines approval, a report to that effect will be made to the membership.
SECTION 2. An affirmative vote of 75% of the members present and voting shall be required to amend the article of incorporation of the Society.
SECTION 3. Upon final passage of an amendment to the articles of incorporation by the membership, the President of the Society shall cause the Secretary to record the necessary legal papers with the Office of Secretary of State in Baton Rouge, and to follow other procedures prescribed by law. The amendment will be effective when properly recorded with the Secretary of State. The Secretary shall obtain a certified copy of said amendment from the Secretary of State, and shall append it to the society's official copy of the articles of incorporation. Copies also shall be appended to the President and Treasurer's copies.
ARTICLE XIV: AMENDING THE BY-LAWS
SECTION 1. A proposal to amend these by-laws may be submitted to the membership for approval, provided that said proposed amendment either (a) receives the affirmative recommendation of the Board of Directors, or (b) is detailed in a writing in a petition signed by 15 members, and presented to the President. In each such case, the membership will be notified in writing of said proposed amendment in the next available newsletter, and voted upon at the following meeting. A two-thirds majority of those present and voting will be required for passage.
SECTION 2. At the end of each calendar year, the Secretary shall append a list of all amendments to the by-laws approved by the membership during that year, as described in Art. VI. Sect. 4 (A).
ARTICLE XV: ENACTMENT
SECTION 1. When adopted by the Society, these by-laws shall supercede, replace and novate all pre-existing by-laws and amendments thereof.
Approved and adopted by the membership of the Jefferson Genealogical Society, at the regular meeting thereof dated 12 March 1998.
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