Yakima Valley Genealogical Society
YAKIMA VALLEY GENEALOGICAL SOCIETY
BY-LAWS
December 2015

ARTICLE I-NAME

The name of this organization shall be the YAKIMA VALLEY GENEALOGICAL SOCIETY, hereinafter designated as the SOCIETY.

ARTICLE II-OBJECTIVES

  1. To build up the Society’s Library and to make this information available to those interested insofar as consistent with the aims of the Society.
  2. To create, stimulate and maintain interest in all matters pertaining to genealogical and historical knowledge.
  3. To preserve and perpetuate the records of our ancestors.
  4. To compile, prepare, preserve and index genealogical and historical records of local interest and of interest to members of the Society.
  5. To pool interests and aid individual members of the Society in the compilation of their family genealogies and histories.
  6. To hold regular meetings and workshops for the dissemination of information to assist the members in their individual or collective genealogical activities.
  7. To publish such bulletins, books, papers or other lists, charts, etc., as deemed advisable by the Society.

ARTICLE III-POLICIES

  1. This Society shall be non-profit, non-political and non-sectarian.
  2. This Society may affiliate with any state, regional or national genealogical or historical society, club or association as a member group or chapter of said society, club, or association as deemed desirable by the members of this Society.
  3. This Society shall be an organization not for profit in that no part of its funds or other assets shall inure to the benefit of its members, officers, or individuals but the Society may pay reasonable compensation for services rendered and may pay costs which are necessary or incidental to carrying out the objects stated herein.
  4. Upon dissolution of the Society, the Board of Directors shall, after paying or making provision for the payment of all liabilities of the Society, dispose of all assets of the Society exclusively for the purpose of the Society in such a manner, or to such organizations or organizations organized and operated exclusively for educational or scientific purposes as shall at the time qualify as an exempt organization or organizations under Section 501 (c) (3) of the Internal Revenue Code of 1954 (or corresponding provisions of any future United States Internal Revenue Law), as the Board of Directors shall determine. Any such assets not so disposed of shall be disposed of by the Superior Court of Yakima County, Washington, exclusively for the purposes or to such organizations or organizations as said Court shall determine which are organized and operated exclusively for such purposes.

ARTICLE IV-MEMBERSHIP AND DUES

Section 1
 
Eligibility for membership in the Yakima Valley Genealogical Society shall be determined by an interest in genealogy, biography and/or local history and the payment of dues as provided in Section 4 of this Article.
 
Section 2
 
Members who joined before January 1, 1969, shall be known as Charter Members.
 
Section 3
  1. Annual individual members shall be entitled to vote, to hold office and to take part in the business of the Society.
  2. The Membership Committee shall maintain a list of charter members, Life paid members, and Life Honorary Members that were recognized as these classes before December 31, 2014, and paid dues ahead or were no longer required to pay dues.  After December 31, 2014, life paid members will no longer be created.
Section 4
  1. Membership dues shall be based on a calendar year, January 1st through December 31st.
  2. Each household shall receive one copy of the Society’s bulletin issued quarterly by email or paper
  3. Dues shall be payable to the Treasurer on or before March 1or membership shall be terminated.  Payment of dues anytime after March 1 shall reinstate membership.
  4. Members shall be notified by the Membership Committee of delinquent dues before the regular March meeting.
  5. Any person joining the Society for the first time after September 1st shall be credited for the next calendar year.  New members who wish to receive all bulletins for the current year shall pay the full year dues.
Section 5
 
A member may only be removed for cause by the Board of Directors.  Cause for removal may be by complaint and proof of such member defacing or misusing any genealogical or historical book or books, records or other similar material belonging to the Society, or by continued abuse of Library privileges or for theft or physical abuse.

ARTICLE V–GENERAL SOCIETY MEETINGS

Section 1
 
The Society shall meet year round unless later amended, at such time and place as the Board of Directors shall decide.  Members shall be notified of all meeting times and places, and the stated purpose for a special meeting.
 
Section 2
 
A quorum for any regular meeting of this Society shall consist of the members present.  A   quorum for a special meeting shall be 3 percent of the annual membership.

ARTICLE VI-OFFICERS AND THEIR DUTIES

Section 1
 
Elected officers of the Society shall be President, Vice President, Recording Secretary, Corresponding Secretary, and Treasurer .  Elected officers shall constitute the ExecutiveCommittee and shall serve a two-year term.  Elected officers can serve two consecutive terms.   After completion of two full terms, the individual may run for any other elected office.  After being out of office for one full term, any individual may run again for the same elected position previously held.  Nominees shall be elected at the November meeting and shall assume the duties of the office on January 1st of the following year. 
 
Section 2
 
The President shall perform the duties usually associated with the office, appoint committees for the purpose of carrying out the aims and desires of the Society and shall preside at regular and special meetings of the Society and of the Board of Directors.  The President shall be an exofficio member of any and all committees except the Nominating Committee.  The President shall be in contact with appointed Committee Chairpersons for the purpose of making sure Committees function as required.
 
Section 3
 
The Vice President shall perform the duties usually associated with the office, serve in the  capacity of presiding officer in the absence of the President and shall serve as Chairman of the Program Committee.
 
Section 4
 
The Recording Secretary shall perform the duties usually associated with the office. The Recording Secretary shall keep an accurate record of the transactions of all meetings of the Society and meetings of the Board of Directors. Copies of the minutes of each meeting shall be given to the Executive Committee at least one week before the next meeting.  Said minutes should be posted on line and/or at the library.
 
Section 5
 
The Corresponding Secretary shall perform the duties usually associated with the office. The Corresponding Secretary shall handle all correspondence as is necessary for fulfilling the objects and aims of the Society.
 
Section 6
 
The Treasurer shall perform the duties usually associated with the office.  The Treasurer shall  receive all monies of the Society, shall keep an accurate record of receipts and expenditures for  all accounts of the Society, and shall pay out funds as authorized by the Board of Directors or by  the Society.  The Treasurer shall present a signed, written monthly financial report at each meeting of the Society and/or the Board, and shall prepare a complete financial statement for each calendar year as soon as possible after December 31.  The annual financial report shall been given to the Bulletin Chairperson for publication in the March bulletin.  The Treasurer shall prepare a yearly budget to be presented at the February meeting based on expressed needs of the committees and income projected and expenses projected based on the previous year.  The Treasurer shall serve as Chairperson of the Budget & Finance Committee.  The Treasurer shall give a report to the Board quarterly of the Endowment Fund finances.
 
Section 7
 
The President shall appoint an Audit Committee of three members prior to the end of the calendar year, said committee to audit the Treasurer’s records after the Treasurer has completed the  financial statement for the current year.  The Audit Committee shall submit a written report to be  included in the Bulletin.  At any time, upon the request of the Treasurer, or the President, or on a  written request of three members of the Society, the President may appoint an Audit Committee  of three members to audit the Treasurer’s records and submit a report at the next regular meeting of the Board and/or the Society.
 
Section 8
 
A vacancy occurring midterm in any elective office shall be filled by appointment by the remaining members of the Board of Directors, except a vacancy in the office of the President, which shall be filled by the Vice President.
 
Section 9
 
All records of the officers and committee chairpersons shall be transferred to the incoming  officers and Chairpersons by January 1 with the exception of the Treasurer's records which should be transferred by January 31. 
 
Section 10
 
Any officer or committee chairperson of the Society who fails to perform his or her duties as outlined herein, or who violates any provision of the By-Laws of this Society, is subject to recall by a two-thirds (2/3) vote of the Board of Directors, providing the offending officer has been served with notification of such proposed action and the reason for such action.

ARTICLE VII-NOMINATION AND ELECTION OF OFFICERS

During an election year, the Board of Directors shall elect one member to serve on the Nominating Committee.  At the regular July meeting of the Society, the membership shall nominate and elect one member to serve as Chairperson of the Nominating Committee.  The President shall immediately name a third member to serve on the Nominating Committee and advise the Chairperson of the names of those appointed. The President shall not serve as a member of the Nominating Committee either in an official or ex-officio capacity.  The Chairperson of the Nominating Committee shall call the committee together and the committee shall select at least one qualified nominee for each elective position, after determining that the proposed nominee is willing to serve if elected.
 
The Nominating Committee shall present the slate of nominees at the September meeting of the Society.  Nominations may be made from the floor after the Committee’s slate of nominees has  been presented and nominations shall be kept open until ballots or voice are cast at the November meeting.  No one’s name may be placed in nomination without first getting his or her approval.
 
The election shall be by ballot or voice at the regular November meeting of the Society.  If there is only one candidate for any position, on motion from the floor, election to that position may be by voice vote.  No elected officer may serve more than two consecutive full terms unless authorized to do so by a two thirds (2/3) vote of the Board of Directors.  In the event the Nominating Committee is unable to fill a position, the current officer or chairperson shall continue in office until a successor is elected.

Article VIII-BOARD OF DIRECTORS

Section 1
 
The Society shall be governed by a Board of Directors consisting of the five elected officers,  together with the Chairpersons of the additional committees and the Bulletin Editor.  A dual Board membership entitles the holder to cast only one ballot.  The Board of Directors shall  meet every quarter and at the call of the President or the membership.  The Board meeting will be called on a date convenient for most Board members.  All Board meetings are open to the general membership of the Society.  Any action of the Board of Directors may be modified by the membership of the Society with a majority vote at any regular meeting.   A quorum of the Board of Directors shall be those members present.
 
Voting members of the Board of Directors shall be the President; Vice President  and Chairperson  of Program Committee; Recording Secretary; Corresponding Secretary;  Treasurer andChairperson of Budget & Finance Committee; Chairperson of Library Committee; Chairperson of the Membership Committee; Chairperson of the Publicity Committee; Chairperson of theHospitality Committee; Chairperson of Projects Committee;  Chairperson of Building & Maintenance Committee;  and Bulletin Editor.  Officers that are heads of committees shall have one vote only.

ARTICLE IX-STANDING COMMITTEES  DUTIES OF STANDING COMMITTEES

 
All committee chairpersons, other than elected officers, shall be appointed by the President or the Board according to the By-Laws for a two year term and may serve for as many terms as desired.  Unless otherwise stated, Committee Chairpersons shall choose other qualified personnel as needed to assist in fulfilling the duties of their committee.  All committees shall meet at the discretion of the Chairperson.  Any committee Chairperson may designate a member of their committee to represent the committee at Board meetings.  
 
Section 1
 
The Program Committee shall be a committee of at least three members with the Vice President as Chairperson. The duties of the committee shall be to prepare a schedule of programs for the year’s meetings and workshops and to arrange for speakers for such programs.
 
Section 2
 
The Library Committee shall consist of a Head Librarian, Assistant Librarian, Accession  Librarian, and Affiliate Library Contact with the Head Librarian as Chairperson.  The duties of  the Library Committee shall be to review and consider the purchase of genealogical or historical  books, bulletins or other material as additions to the Society’s Library and to make  recommendations for such purchases to the Board of Directors and/or to the Society.  
 
The Head Librarian shall collect and accept genealogical books, bulletins and other material for the Society and shall catalogue and keep accurate records of books, bulletins and other material. Books, bulletins and other materials shall be accessible to all members of the Society. The Head Librarian shall choose other personnel as needed to maintain the library.
 
The Accession Librarian and the committee shall keep a record of the holdings of the Library in a  location removed from the library.
 
The Affiliate Library Contact shall be responsible for obtaining material through interlibrary  loan and for returning the material on time.
 
Section 3
 
The Membership Committee shall keep a record of the members, send out reminders for unpaid dues and help in the recruiting of new members.
 
Section 4
 
The Publicity Committee shall see that the Society meetings and activities are publicized and shall also notify members of meetings and activities and help in the recruiting of new members.
 
Section 5
 
The Hospitality Committee shall see that refreshments are provided by the membership as needed at meetings of the Society.  
 
Section 6
 
The Projects Committee shall oversee projects related to data extraction and preserving of genealogical records.
 
Section 7
 
The Budget and Finance Committee shall be a committee of two members selected by the President and/or Board, with the Treasurer serving as Chairperson.  The committee shall present a budget for the next calendar year at the September meeting. 
 
Section 8
 
The Building & Maintenance Committee shall be a committee of five members.  Besides the appointed Chairperson, four additional members may be appointed by the Board of Directors.  It shall be the duty of the Building & Maintenance Committee to take care of all matters relating to the property owned by the Society.
 
Section 9
 
Other Committees may be appointed as deemed necessary by the Board of Directors or President.
 

ARTICLE X-PUBLICATIONS

Section 1
 
The Society shall publish a quarterly bulletin and/or newsletter under the direction of an Editor selected by the Board of Directors.  Any genealogical, historical or other organization and library may subscribe to the Society’s bulletin at a rate equal to the amount of membership annual dues.
 
Section 2
 
The Society may exchange their bulletin or other publication with any genealogical society,  historical society, library, or other organization, which publishes a bulletin or other publication.
 
Section 3
 
Personnel to perform the duties connected with mailing the bulletin may be selected by the  President as needed.
 

ARTICLE XI-GOVERNING RULES

Section 1
 
The Articles of Incorporation and these By-Laws shall constitute the governing rules of the Society.
 
Section 2
 
Any matter not covered by said documents stated in Section One (1) shall be controlled, where applicable, by Robert’s Rules of Order, Newly Revised, latest edition.
 

ARTICLE XII-AMENDMENTS

These Articles of Association and By-Laws may be amended by a two-thirds vote of the members in attendance at a regularly scheduled meeting of the Society, provided the text of the amendment has been submitted to the Board of Directors by a three member By-Laws committee appointed by the President. Following approval of the Board of Directors the amendment must be submitted to the membership by being published in the bulletin or e-mailed to them at least thirty (30) days prior to the meeting .

ARTICLE XIII-ENACTMENT

These revised Articles and By-Laws shall become effective upon adoption, unless otherwise specified and shall supersede the Constitution and By-Laws of the Society previously adopted.