Constitution and Bylaws

Wilkes Genealogical Society, Inc.

P.O. Box 1629

North Wilkesboro, NC 28659

Constitution and Bylaws

Created 1967

Incorporated December 13, 1974

Revised November 23, 1992

Revised February 28, 2000

Revised February 25, 2014

PREAMBLE

We, a group of citizens of Wilkes County, in order to promote the collection, recording, study and preservation of early genealogy and to develop a greater interest and pride in research, do ordain and establish this constitution as the Wilkes Genealogical Society, a non-profit organization created in 1967.

ARTICLE I – MEMBERSHIP

Section 1. Any individual who subscribes to the purposes of the Society is eligible for membership. Membership shall be contingent upon payment of annual dues in advance.

Section 2. The membership year shall be the calendar year. The membership dues for each calendar year, and portion thereof, shall be determined by the Society.

Section 3. The Society may elect to honorary memberships such persons as it deems desirable. Honorary members shall have all the privileges of other members except that of voting and holding office.

ARTICLE II – OFFICERS

Section 1. The officers of the Society shall be President, Vice-President, Recording Secretary, Treasurer, Curator, Editor, Membership Secretary, Corresponding Secretary, and four directors. Dues must be current before an officer is installed.

Section 2. Additional officers may be designated if the need arises. Various offices may be combined, such as Editor and Membership Secretary; Recording Secretary and Treasurer; etc.

Section 3. The terms of the officers shall be for the calendar year, and until their

successors are elected and installed.

Section 4. In the event a vacancy occurs in the office of President, the Vice-President shall become President. In the event a vacancy occurs in any other office, a successor shall be elected at the next meeting after the office shall have become vacant. However, the President may fill a vacancy in either of these offices by interim appointment, such appointment to terminate with the election of a successor at the next meeting.

Section 5. Any officer may be removed for inefficiency, incompetency, or improper conduct, such as absence from 3 consecutive meetings, by recall. To recall an officer, three-fourths of the existing directors of the Society shall call a meeting and investigate. A decision shall be made based upon their findings.

ARTICLE III – DUTIES OF OFFICERS

Section 1. It shall be the duty of the President to preside at all meetings of the Society; to serve as Chairperson of the Executive Board; to appoint special committees and designate the chairperson thereof; to be an ex-officio member of all committees; to call meetings of the Society when deemed advisable by him or her, or when requested to do so by the Executive Board; to call meetings of the Executive Board when deemed advisable by him or her; or when requested to do so by three members of that body; and to perform other duties pertaining to this office.

Section 2. It shall be the duty of the Vice-President to act as an aid to the President; to preside in the absence of the President; and to serve as program chairperson in charge of programs for monthly meetings. Monies must not be spent for a program unless brought before the board and the person is of value. A program committee may be appointed if desired.

Section 3. It shall be the duty of the Recording Secretary to keep a record of all meetings of the Society and of all the Executive Board, in a minute book; to render a report of all the activities of the Society at the Executive Board meetings, and at general meetings of the Society; and to perform such other duties as may be delegated to him or her. It shall also be the duty of the Recording Secretary to handle all matters dealing with publicity, such as news releases, news reports, etc., as directed by the Society.

Section 4. It shall be the duty of the Treasurer to receive and deposit in a bank all moneys of the Society; to disburse, via check, such money from the Society’s funds as properly authorized and/or directed; to keep a ledger account of the funds of the Society; to present the ledger account, deposit slips, check book, cancelled checks, and bank statements to the Directors for examination and audit in January of each year or before his/her term of office shall expire; and to render a report of the financial condition of the Society at all the Executive Board meetings and at general meetings of the Society.

Section 5. It shall be the duty of the Curator to preserve, as nearly as possible, all genealogical and historical data submitted by members of the Society and to preserve all books, papers, software, and records which may come into the Society’s possessions. It shall be the duty of the Curator to purchase materials and equipment. The Curator shall also keep an inventory of all the Society’s materials.

Section 6. It shall be the duty of the Editor to receive all articles, clippings, reports, etc., that are to be placed in publications of the Society. These materials are to be reviewed and edited by the Editor in order that they may be acceptable for publication. It shall also be the duty of the Editor to see that all members receive copies of the Society’s publications (Bulletins, announcements, etc. which are free to members).

Section 7. The Membership Secretary shall maintain a current membership list with names and address of all members. The Membership Secretary shall send out renewal notices, invitations to join the Society, and welcome letters to new members.

Section 8. The Corresponding Secretary shall answer or acknowledge all correspondence within 10 days, have orders processed within 14 days, including all appropriate forms completed and filed in the office, along with a report at the monthly meetings.

Section 9. The Directors shall assist the President; shall help with policy making; shall be active members of the Executive Board, and shall conduct an annual audit of financial records each January and present a report to Society at the February meeting.

ARTICLE IV – EXECUTIVE BOARD

Section 1. The Executive Board shall consist of all officers listed in Article III. The Executive Board will meet at least twice annually; a planning meeting in January, and an evaluative meeting in July or August.

Section 2. The term of the Executive Board shall be for one year.

Section 3. The President shall serve as chairperson of the Executive Board, and the Recording Secretary as its secretary. A majority shall constitute a quorum (at least 6 members).

Section 4. It shall be the duty of the Executive Board to conduct the business affairs of the Society; to make recommendations to the Society on matters of policy and business; to hold and supervise the use of any property the Society may acquire; to insure that the work of the Society is given publicity; to provide storage for those items of which the Curator is custodian; to make arrangements for a place of meeting; and to provide for the publications, when practical of genealogical data, papers, etc., of the Society as the Board deems worthy.

ARTICLE V – NOMINATIONS AND ELECTIONS OF OFFICERS

Section 1. At the regular meeting in September, the President shall appoint a Nominating Committee which shall nominate one candidate for each office, such

nominations to be submitted at the October meeting and voted on in the November meeting. After these nominations have been submitted, the President shall call for further nominations from the floor, and shall not entertain a motion that the nominations for any office be closed until he or she has ascertained that there are no further nominations.

Section 2. In all cases where there are two or more candidates for an office, the elections shall be by ballot. The ballots shall be counted by the nominating committee with one direct present. To be elected, a candidate must receive a majority of the votes cast, and run-off elections will be held until this is achieved.

ARTICLE VI – MEETINGS

Section 1. A general meeting of the Society shall be held the fourth Tuesday of each month with exceptions as agreed upon by the Society. Additional meetings shall be held at the call of the President, and upon order of previous meetings.

Section 2. It shall be the duty of the Vice-President (or program committee) to provide informative and enjoyable programs for the meetings.

Section 3. It shall be the duty of the Society to place the handling of business affairs in the hands of the Executive Board, through on major matters of policy and business, the approval of the Society shall be obtained. To conduct business, at least 6 members are required to be present.

ARTICLE VII – BY-LAWS

Section 1. The Society shall adopt, and at all times have in force, by-laws relative to membership dues, meeting times, rules of order and proceedings, and such other matters as deemed wise. The Society shall refer to the Robert’s Rule of Order.

ARTICLE VIII – AMENDMENTS

Section 1. Any member may propose an amendment(s) to this constitution, such proposed amendment(s) to be submitted to the President in writing. The President

shall submit each proposed amendment to the Executive Board for study and recommendation. The Executive Board shall return each proposed amendment to the President with its approval or disapproval, or without prejudice, which the President shall then submit to the Society’s local attending membership, it shall become part of this constitution.

ARTICLE IX – DISSOLUTION

Section 1. Should the Society be dissolved by deliberate action or by failure to elect officers and schedule meetings for a period of one year, all assets of the Society, including money, books, publications, microfilm, software, equipment, and furniture shall become the property of a facility approved by the majority of the attending members.

Created 1967

Incorporated December 13, 1974

Revised November 23, 1992

Revised February 28, 2000

Revised February 25, 2014

Wilkes Genealogical Society, Inc.

BYLAWS

  1. The Charter Members of this Society shall be those who joined prior to May 1, 1967.
  1. Membership dues are set at $20.00 per calendar year, payable in advance. This amount is subject to change as directed by the Executive Board.
  1. The holdings of the Society shall be place in a room at the Wilkes Public Library, North Wilkesboro, N. C. Permission for the use of this room was granted by the Wilkes County Commissioners. The room shall be designated “Wilkes County Genealogical and Historical Room”.
  1. The holdings of the Society shall remain in the library at all times with the following exceptions:
  1. The Curator will send materials as needed to be repaired, bound, or rebound
  2. The Editor may remove materials for publication purposes.
  1. The Society is a non-profit organization, staffed by volunteer members. The monies of the Society are to be used for expenses incurred in compiling genealogical data; for the purchase of resource materials for the “Wilkes County Genealogical and Historical Room” in the Wilkes Public Library; and for equipment necessary for the use and housing genealogical and historical records.
  1. The Editor is individually authorized to obligate the Society for the amount of printing the bulletin. Before payment, the Treasurer will be advised the nature of the expenditure and receipts will be furnished to the Treasurer.

Expenditures for more than shall be approved by the Society in a regular meeting, and the approval reflected the minutes. Regularly recurring payments can be approved for one year in advance, provided the minutes clearly state this intention. The Treasurer will be provided invoices, statements, etc., in keeping with Internal Revenue Service guidelines before payment is made.

Any officer or member of the Society who claims reimbursement of expenses incurred on behalf of the Society, shall have first complied with the approval process stated above, and shall provide the Treasurer with documentation in keeping with Internal Revenue Service guidelines to support each claim for reimbursement before payment is made.

  1. Monthly meetings are to be held in the “Wilkes County Genealogical and Historical Room” at the Wilkes Public Library on the fourth Tuesday evening of each month at 5:30 p. m. except holidays or if the Wilkes Public Library is closed.

Created 1967

Incorporated December 13, 1974

Revised November 23, 1992

Revised February 28, 2000

Revised February 25, 2014