Article I: Name and Purpose
Section 1: Name
The Society will be called the “The Austin Genealogical Society.” For the purposes of these bylaws the acronym, AGS, may be used interchangeably with Austin Genealogical Society.
Section 2: Purpose
The purposes for which this Society is organized are:
- To investigate, collect, record, publish and deposit in libraries and archives, the genealogical and historical materials of Texas, with particular focus on items pertaining to the City of Austin, and/or Travis County.
- To educate its members and the general public in the use of these and other reference materials in preparing, and publishing genealogical material and family lineage.
- To support the Texas State Library and other genealogical library or archival collections in Travis County by securing and donating books, microfilmed records, and other items or equipment not normally provided in the budgets of these collections.
Article II: Membership, Elections, Voting, and Dues
Section 1: Eligibility for Membership
Any person whose stated interests are consistent with the purposes of this society is acceptable for membership in the Society.
Section 2: Elections
- Board: The names of the six (6) candidates selected from the membership by the nomination committee for the Board of Directors shall be announced to the Society at the September meeting each year. Nominations may also be made from the floor before the names are voted on. The nominees shall be voted on at the October meeting, and the six (6) elected will serve two (2) years beginning the following January 1st. If there are more than six (6) nominees, voting will be by ballot, with the six (6) nominees receiving the most votes declared elected.
- Officers: All officers of the Society, as provided in Article III, Section 2, Officers, shall be elected by the Board of Directors annually between the October meeting and December 31st, for a term of one year. Officers may succeed themselves.
Section 3: Voting
Each member whose dues are current is entitled to vote.
Section 4: Dues
- The amount of dues for the members of this Society shall be determined by the Board of Directors not later than November 30th each year for the following year. Dues are payable in advance for the calendar year beginning January 1st. Members who fail to pay current year dues by February 1st will be dropped from the membership roll.
- Half-year memberships are available for new members. Half-year memberships are 1/2 of single member rate and are payable on and after July 1st of the current year. Only publications produced after that date will be provided the half-year member.
Article III: Officers and Committees
Section 1: Governing Body
The governing body of this society shall be a Board of Directors, composed of twelve (12) members. Their term of office shall be two (2) years, beginning January 1st following the election. The term of six (6) members of the Board of Directors shall expire each year. No Director shall serve more than four (4) consecutive terms.
Section 2: Officers
The newly-elected board shall from their numbers elect a President, First Vice-President, Second Vice-President, Recording Secretary, and Treasurer. The five (5) officers listed above in this Section shall form the Executive Committee.
Section 3: Appointments
The President shall appoint the Membership Directory Editor, Newsletter Editor, Publications Mailing Coordinator, Quarterly Editor, Seminar Coordinator, and Webmaster.
Section 4: Board of Directors Meetings
The Board of Directors shall meet monthly except December and the seminar month. The Executive Committee shall meet at the call of the President, and shall be responsible for conducting the Society’s business between meetings of the Board of Directors. Provided he or she is not an elected member of the Board of Directors the following year, the immediate past president shall serve for one (1) year as an ex-officio member of the AGS Board.
Section 5: Standing Committees
The President may appoint Standing or Special committees as needed.
Section 6: Nominating Committee
At the July meeting of each year, a Nominating Committee shall be selected in the following manner: two members elected by the Board of Directors, one member appointed by the President, and two members elected by the membership. If there are more than two (2) nominees by either the Board or the membership, voting shall be by ballot, with the two (2) nominees in each election receiving the most votes declared as elected. This committee shall recommend to the Society at the September meeting each year, the six (6) nominees for the Board of Directors to be elected at the October meeting.
Section 7: Vacancies
The Board of Directors shall, in the event of a board vacancy, fill that vacancy by appointment, at its next meeting following the creation of the vacancy. Said appointees shall serve out the remainder of the term of the director replaced. Should the board vacancy also be an officer, the board will replace the officer per Article II, Section 2.
Section 8: Attendance
Members of the Board of Directors are expected to attend all scheduled Board meetings. If a Director is unable to attend a scheduled Board meeting, the Director is required to provide advance notification to the President or First Vice President. If their notification was delayed by a last minute emergency situation the Director shall contact one of these officers as soon as possible after the meeting.
Section 9: Removal
Any member of the Board of Directors who is absent for three consecutive scheduled Board meetings without providing advance notification shall be removed from membership on the Board. The Board of Directors by a two thirds majority vote of those present may remove any Director from the Board for what the sitting Board deems to be excessive absences or other actions by that Director that are negatively affecting the Society’s purpose or activities. A Director, removed from membership on the Board, may seek review of the removal through the process available in Article VIII of the AGS Bylaws.
Article IV: Meetings
Section 1: Society
Regular meetings of the Society shall be held on such dates and at such times and places as may be determined by the Board of Directors. All meetings of AGS are open to its members, unless otherwise announced by the Board.
Section 2: Special Meetings
The President may call Special Meetings as deemed necessary.
Section 3: Quorum
Eight Board members will constitute a quorum for a stated Board meeting or a special Board meeting that has been properly called. Thirty Society members will constitute a quorum for a stated general meeting of the Society or a special Society meeting that has been properly called.
Article V: Duties
Section 1: Officers, Committees, and Coordinators
The officers, committees, and coordinators shall perform the duties prescribed in these By-Laws
Section 2: President
The President shall preside at all meetings of the Society, Executive Committee, and the Board of Directors. He/she shall be the Chief Executive Officer of the Society, appoint all committees except the Nominating Committee, and be an ex-officio member of all committees except the Nominating Committee. The President may appoint Special Committees as needed.
Section 3: First Vice-President
The First Vice-President shall in the absence of the President, perform the duties pertaining to that office, act as the parliamentarian of the Society, and perform other duties as assigned by the President and Board of Directors.
Section 4: Second Vice-President
The Second Vice-President shall preside in the absence of both the President and the First Vice-President, and shall also serve as Program Coordinator.
Section 5: Recording Secretary
The Recording Secretary shall keep a record of the proceedings of the meetings of the Society and of the Board. Upon written request, the Recording Secretary will make the records available for inspection.
In the absence of the President and Vice-Presidents, the Recording Secretary shall call the meeting to order and preside until a chairperson pro tempore is elected. At the expiration of the Recording Secretary’s term of office, the papers and records for the immediate past year shall be turned over to his/her successor.
Section 6: Treasurer
The Treasurer shall receive all funds of the Society and shall deposit said funds in such bank or banks as may be designated by the Board of Directors. The Treasurer shall disburse these funds, as directed by the Board of Directors, provided that no check for over one thousand dollars ($1,000.00) shall be written without the signatures of two of the following: the President, the Treasurer, and a Board member appointed by the President to be on the signature card at the bank. The Treasurer is responsible for providing new membership information to those designated by the Board of Directors, in a timely fashion. The Treasurer shall present a monthly financial report at each Board meeting and a written report to the membership not later than January 31st of the following year.
Section 7: Membership Directory Editor
The Membership Directory Editor is responsible for coordinating all activities required for the production of the AGS Membership Directory. This includes compiling information received from other officers and members, reviewing the information for completeness and accuracy, and meeting all printing deadlines for the March mailing.
Section 8: Newsletter Editor
The Newsletter Editor shall prepare a newsletter to be distributed by email or postal mail to all members prior to the monthly meetings, notifying them of the time and place of the meeting, and the program planned, and any other information deemed pertinent.
Section 9: Publications Mailing Coordinator
The Publications Mailing Coordinator shall maintain a current Society mailing list, making such additions, deletions and changes as provided by the Treasurer. He/she shall perform all coordinating activity required for the distribution of the monthly newsletter and the Membership Directory.
Section 10: Quarterly Editor
The Editor of the Austin Genealogical Society Quarterly shall issue such journals four times a year unless otherwise directed by the Board.
Section 11: Seminar Coordinator
The Seminar Coordinator shall be responsible for planning, organizing, and conducting the annual seminar, including appointing such sub-committees or persons as deemed necessary.
Section 12: Webmaster
The AGS Webmaster shall have the responsibility of managing the AGS website, updating information as provided by the board, and maintaining such accurate data, links, and information as is technically feasible.
Article VI: Amendments
These By-Laws may be amended at any regular meeting by the majority vote of the members present, provided the general membership has been notified of the changes in a previous communication and the date of the vote announced.
Article VII: Financial Examination
Section 1: Appointment of Committee
The President shall, with Board approval, appoint annually a Financial Examination Committee.
Section 2: Reports
Subsequent to the Treasurer’s annual report in January, but prior to the May meeting of the Board and Society, the Financial Examination Committee shall examine the financial records and prepare a written report to be presented at the May Board meeting. The Committee’s report will be included in a June publication.
Article VIII: Complaint Process
Section 1: Filing
Any member may file a complaint in writing with the Board.
Section 2: Charges
The complaint should contain the details of the specific complaint.
Section 3: Investigation
The Board shall select a committee of impartial members to review the complaint and to report its findings to the Board.
Section 4: Action
The Board shall then be responsible for whatever action it deems appropriate.
Article IX: Rules of Order
Robert’s Rules of Order, Revised, shall control as to any matters not provided for in these By-Laws.
Article X: Dissolution
Upon approval of two-thirds of the Board in attendance, a resolution to dissolve the Society will be placed before the Membership at a stated or properly called meeting, and upon approval by a majority of members present, the Society will be dissolved.
Article XI: Final Dispersal of Funds
Upon dissolution, no part of the Society’s funds or property shall be distributed to or among its members, directors, or any individuals. After payment of all indebtedness of the organization, its surplus funds and properties shall be used in such a manner as to further the specific purposes of the organization as set forth in Article I of the Charter.
Last amended September 25, 2007