By-Laws

As Approved October 5, 2007. For information only see official Bylaws for authority.

Article I: Name

Section 1.1 NAME: The name of this not-for-profit corporation shall be the Iowa Genealogical Society, a.k.a. IGS, and may be referred to herein as the Society. PROVISO: These first two Articles must be the same as the Articles of Incorporation. Therefore, this change must be referred to an attorney to be made in the Articles of Incorporation before becoming a part of the revised Bylaws.

Section 1.2 LOCATION: The principal office of the Society shall be located in Polk County, Iowa.

Article II: PURPOSES

Section 2.1 PURPOSES: The purposes of the Iowa Genealogical Society shall be to:

Section 2.1a: Create and foster interest in genealogy;
Section 2.1b: Create and maintain a private research Library facility in which to gather and preserve data relating to our ancestors and the founders of Iowa and our country;
Section 2.1c: Seek to expand our base of research material through contributions, donations, exchanges, and purchases;
Section 2.1d: Aid individuals in their genealogical research and in compiling a family history;
Section 2.1e: Publish a magazine which shall bear the name, "Hawkeye Heritage;" This publication shall contain Iowa related subject matter, data, and information of genealogical nature, helpful to those doing their genealogical research.
Section 2.1f: Improve availability and access to public records.

PROVISO: Section 1b is a new Purpose. Section 1f is not in the current Articles of Incorporation although they have been voted on in the past and approved and printed with the bylaws. A group cannot change the "purpose" for which they are incorporated unless they change them first in the Articles of Incorporation. These changes in Article I and II can not become a part of the Bylaws until the Articles of Incorporation are changed to include them as printed here. Therefore, these first two articles shall be referred to an attorney immediately upon passage because they must be the same as the Articles of Incorporation.

Article III: MEMBERS

Section 3.1 MEMBERSHIP: IGS shall have the following two (2) membership classifications: Member and Family Member.

Section 3.1a: MEMBER DEFINED: A Member shall be an individual person who subscribes to the Purposes of IGS, who has fulfilled the requirements of application contained in these Bylaws, who has been given the full rights and privileges of membership (power to debate, vote, and hold office), and agrees to accept the responsibilities of membership as outlined in these Bylaws. A Membership shall be entitled to only one vote.
Section 3.1b: FAMILY MEMBER DEFINED: A Family Member shall be a member of a Member's family who shares the same household and shall share the same mailings which shall be addressed to the Member only. Family Members may use the Library's facilities and shall abide by all rules and regulations imposed upon Members, but shall have none of the rights and privileges (power to debate, vote, and hold office) of Membership. Members may apply to have one (1) Family Member added to their membership during their membership year if they don't already have one. The dues of the Family Member shall not be prorated so the renewal of dues for both the Member and the Family Member shall become due when the Member's dues come up for renewal.

Section 3.2: NONDISCRIMINATION: IGS shall not discriminate in any of its policies or practices on the basis of rave, color, religious affiliation, sex, sexual orientation, age, marital status, physical disability or medical condition, national or ethnic origin, or citizenship. This Section of the Bylaws shall not be amended unless the Articles of Incorporation are first amended and approved. PROVISO: This Section is required by law. Refer to attorney.

Section 3.3: APPLICATION FOR MEMBERSHIP: To become a Member an applicant shall submit a completed application form and the prepayment of annual dues to the IGS office. At each regular meeting of the Board, the Second Vice President shall present all applications received to that date to the Board for consideration. The decision to accept or reject any application shall be determined by a majority vote of the Board of Directors present and voting.

Section 3.4: APPLICATION FOR A FAMILY MEMBERSHIP: A Member, who does not already have a Family Membership attached to their membership, may submit an completed application blank with dues for one (1) full year to the Board of Directors along with a request to add a Family Member to their membe4rship. The annual dues shall not be prorated but shall be renewable at the same time as the membership to which it is attacked.

Section 3.5: LIBRARY GUESTS WHO WISH TO JOIN IGS: Guests who wish to apply for membership may use the face value of Guest Cards issued to them within the preceding fourteen (14) calendar days toward the prepayment of annual dues required as part of the application. If for any reason the Board rejects the application, the face value of Guest Cards shall not be refunded.

Section 3.6: MEMBERSHIP CARDS: Following the vote of the Board, the administrative office shall promptly send a letter to the applicant confirming or denying membership. If the application is approved, a membership card shall be enclosed in the letter that shall bear the name of the Member, and if there is one, the name of the Family Member. A duplicate card shall be enclosed for the family Member. If the applications denied, the prepaid dues shall be refunded and included in the letter, but neither the Guest Cards nor their value shall be returned.

Section 3.7: MEMBERSHIP YEAR: A membership year shall begin the first day of the month in which the application for membership is received. For both Members and Family Members, this month shall be known as their membership month.

Section 3.8: DUES: Annual dues for both a Member and Family Member shall be due at the first of their membership month. Members are responsible for paying both the original and renewal dues for the Family Member attached to their memberships.

Section 3.9: FINANCIAL RESPONSIBILITY; Members and Family Members shall be financially responsible for any damage done to Society property caused by themselves or any guest that they bring into the facility.

Section 3.10: EVICTION FROM PREMISES: The Society reserves the right to have any Member, Family Member, or any nonmember forcibly removed from the Society's premises for unruly, indecent, or disruptive behavior. No fees are to be returned under these circumstances. The incident and the names of people evicted from the premises shall be reported to the Executive Director immediately.

Section 3.11: TERMINATION OF MEMBERSHIP: Membership shall cease by resignation, nonpayment of dues, expulsion, or death. Final disposition of the membership shall be determined by the Board by a two/thirds (2/3) vote taken by those present and voting at a regular Board meeting. Regardless of the reason for termination, dues are not refundable nor transferable. The termination of a membership shall not cancel financial obligations owed to the Society, and the Board of Directors is authorized to collect such obligations.

Section 3.11a: RESIGNATION: A Member may resign from office and/or membership by sending a letter of resignation to the IGS office or any making a verbal announcement at a meeting where it shall be recorded in the minutes. The resignation shall become effective on the date that the letter is received at the IGS office or at the time the resignation is made during a meeting unless another time is specified. The Secretary shall send an appropriate letter acknowledging the resignation.

Section 3.11b: NONPAYMENT OF DUES AND OBLIGATIONS; A dues notice is a three (3) step process:
Step 1) First Notice: During the first week of the month prior to a Member's membership month, the office shall send a notice to the Member that their dues, and that of their Family Members, if they have one, are due. If the Member of Family Members owes any financial obligations to the Society, this first notice shall be sent by regular mail. If no obligations are owed, the first notice may be sent to the Member either by electronic or regular mail.
Step 2) Second Notice: If the full amount of dues and obligations owed is not received during the membership month, a second notice shall be sent by regular mail during the first week of the month following the membership month.
Step 3) Final Action: If Dues and obligations are not received by the end of the month that follows the membership month,, mailings shall be stopped, and the matter shall be referred by the office to the Second Vice President to take to the Board of Directors at their next regular meeting for final disposition.

Section 3.11c: EXPULSION: Property of the Society lost, damaged, or destroyed shall be replaced or paid for by the person(s) responsible for the loss. Any Member, Family Member, or guest who causes the loss, damage, or destruction of Society property and does not pay for the damages may be expelled or barred from membership and from Library use by a two-thirds (2/3) vote of the Board, present and voting, or dealt with according to the Parliamentary Authority.

Section 3.11d: DEATH: It shall be IGS policy that flowers or memorial gifts honoring a deceased Member or Member's family shall be from individuals and not from the Society's treasury. Cards may read, "From Friends at IGS," but may not say, "From IGS." The only exception to this shall be that the Executive Committee may authorize such an action under their emergency powers.

Section 3.12: TERMINATION OF FAMILY MEMBERSHIP: A Family Membership shall be terminated at any time by a written request of either the Member, the Family Member, or by action taken by the IGS Board at a regular meeting by a two-thirds (2/3) vote of those Board Members present and voting.

Section 3.13: REINSTATEMENT: A Member whose membership was dropped voluntarily or because of action taken by the Board of Directors may apply for reinstatement by filling out an application blank, attaching a prepayment of annual dues and any outstanding financial obligations, along with a letter explaining why that person feels that reinstatement is appropriate. The Board shall consider this request for reinstatement during a regular meeting and the decision of the Board shall be final. PROVISO: This Member is in effect a new Member and shall have a new membership month and year if reinstated by the Board.

 

Section 4.1: GUESTS AND GUEST CARDS DEFINED:  A guest is a non-member who requests the privilege of doing research in the Library facilities upon paying the required fee for a Guest Card. The guest nay use the Library facilities but shall not have any of the rights or privileges of membership.

Section 4.2: FINANCIAL RESPONSIBILITY: A guest who uses a Guest Card shall agree to abide by the IGS rules and regulations for using the facility. The guest shall agree to be financially responsible for any damage that they may cause to the contents of the Library or the facility.

Section 4.3: UNDERAGE GUESTS: Members or guests who bring underage children with them are responsible for seeing that their behavior does not disrupt others. hose who violate this provision shall be told to leave the Society's facility. A guest fee, if such is involved, shall not be refunded.

Section 4.4: COOPERATION WITH THE COMMUNITY: IGS encourages interest in genealogical research among responsible guests.

Section 4.4a: Community groups, school officials or educators may submit a written request for the privilege of allowing their members the use of the Library for assignments that involve genealogical research;
Section 4.4b: The leaders shall provide IGS a list of the names of those who are to be involved with the project and they shall agree to be responsible for any damage to the facility or its contents caused by the attendees. In the case of underage guests, the names of the adults who shall supervise them and the information concerning who will be financially responsible for any damage to the facility or its contents shall be included in the written request;
Section 4.4c: IGS does not assume the responsibility for injury caused by inappropriate behavior on the part of the guests, and reserves the right to cancel this privilege at any time for any or all of the people involved.

Section 5.1 ELECTED OFFICERS: The elected officers of the IGS shall be Members who are elected by mail vote to provide the leadership for IGS. There shall be: a President; a First Vice President; a Second Vice President; a Secretary; and a  Treasurer. These five (5) officers shall be elected by a plurality vote of the Members voting in the mail vote process held in conjunction with the Annual Session. No other form of voting shall be allowed for the election of these officers.

Section 5.2 ELIGIBILITY: The Officers shall keep their dues current at all times. Failure to pay dues of financial obligations which they owe to the Society before the end of their term of office shall be an automatic resignation from their office. An immediate appeal may be made to the Board of Directors whose determination shall be final.

Section 5.3 OFFICER'S TERM: The Officer's terms shall begin at the close of the Annual Session held in the even numbered years during which they are elected. They shall serve during the Biennium that ends at the close of the Annual Session in the next even numbered year or until their successors are elected. No elected Officer, except the Secretary and the Treasurer, shall hold the same office for more than two (2) consecutive terms.

Section 5.4 VACANCY: If a vacancy occurs in the office of President, the First Vice President shall automatically assume the duties and responsibilities of that office for the remainder of the Biennium. A vacancy in any office or position, other than president, shall be filled by the Board by majority vote of those present and voting at a regular or special meeting of the Board.

Section 5.5 ONE OFFICE AT A TIME: A Member shall not hold more than one (1) office at the same time. If a Member is elected to more than one position during the Annual Session, that Member shall choose which of the two positions to fill, and the President shall immediately call for nominations from the floor and conduct an election to fill the vacant position.

Section 6.1: DUTIES OF THE OFFICERS: The elected Officers shall perform the duties that are prescribed for that office in these Bylaws or by the parliamentary authority adopted by this Society, or that may be assigned to them from time to time by the Board of Directors, by the Executive Committee, or by the President.

Section 6.2 THE PRESIDENT SHALL:

Section 6.2a:  Be the Chief Executive Officer and the official spokesperson for the Society;
Section 6.2b: Sign all IGS documents as directed by the Board of Directors;
Section 6.2c: Preside at all meetings of the Society, Board of Directors, and the Executive Committee except as provided in the parliamentary authority;
Section 6.2d: Appoint a Minutes Approval Committee at the beginning of each meeting of the Society, Board, and Executive Committee, consisting of at least two (2) Members, who shall proof the minutes of the meeting and return them to the Secretary for final editing and delivery;
Section 6.2e: Chair the Annual Session Planning Committee and coordinate the work of all the Annual Session Committees;
Section 6.2f: Appoint and coordinate the various special subcommittees that are needed to deal with the Annual Business Meeting (such as, registration, credentials, elections, and other committees) to ensure the smooth running of the Annual Business meeting;
Section 6.2g: Be authorized throughout the Biennium to appoint the Chairs of all Standing and Special Committees subject to the approval of the Board, and to nominate Standing and Special Committee Vice Chairs subject to the approval of the Executive Committee. The exception shall be the Nominating Committee which is governed by these Bylaws;
Section 6.2h: Serve ex officio on every IGS Committee and subcommittee except the Nominating Committee.

Section 6.3: THE FIRST VICE PRESIDENT SHALL:

Section 6.3a: Assume the office of President if that office becomes vacant;
Section 6.3b: Assume the duties of the President in the absence of the President or as provided in these Bylaws or the Parliamentary Authority;
Section 6.3c: Chair the Education Committee of IGS, and shall be ex officio on all of the Program Committee subcommittees created throughout the Biennium;
Section 6.3d: Serve as a Vice Chair of the Annual Session Planning Committee and as such shall coordinate the educational meetings of the Annual Session;
Section 6.3e: Plan educational programs in cooperation with the Region Representatives for the Members, schools, or other groups as the opportunities  occur throughout the state during the Biennium. Records of these programs shall be placed on file in the Society's office for reference.

Section 6.4: THE SECOND VICE PRESIDENT SHALL:

Section 6.4a: Chair the Membership Committee and shall be ex officio of all subcommittees therein throughout the Biennium;
Section 6.4b: Serve as a Vice Chair of the Annual Session Planning Committee and shall as the site coordinator recommend the location, oversee the meals and social events, and vendors for the Members at the Annual Session;
Section 6.4c: Present the applications of new Members and questions concerning membership to the Board for their disposition;
Section 6.4d: Inform the business office of the Board action taken on memberships approved, rejected, or terminated and see that an appropriate letter shall be sent to the Member, and if appropriate, include a membership card with the approved name/s.
 

Section 6.5: THE SECRETARY SHALL:

Section 6.5a: Maintain a written record of the proceedings of each meeting of the Society, of the Board, the Executive Committee, and of any special meetings, and shall make certain that an accurate copy of the minutes of every meeting is kept on file in the office;
Section 6.5b: Distribute a copy of the minutes of each meeting to the Minutes Approval Committee within two (2) weeks after a meeting. The Members of the Minutes Approval Committee shall proof the minutes and return them to the Secretary within one (1) week or less. After the Secretary has made the necessary changes, if any, the approved minutes shall be sent to the office for distribution; to the Board, by e-mail when available or by regular mail if not; a hard copy to the file for the Auditing Committee; and a hard copy shall be kept in the Library so Members shall be able to read them during regular Library hours. PROVISO: For those who have not worked with a Minutes Approval, the purpose is to avoid having unapproved minutes in circulation, and it certainly make the Secretary look good! Sometimes unapproved minutes are distributed and later are mistaken for approved minutes.
 

Section 6.6: THE TREASURER SHALL:

Section 6.6a: Serve as Chair of the Budget and Finance Committee;
Section 6.6b: Work with the Budget and Finance to prepare a Biennium budget for presentation to the Board for their approval at their first regular meeting held in the first quarter of the fiscal year;
Section 6.6c: Oversee, with the Budget and Finance, the custody of the funds of the Society and shall have them deposited in a bank or financial institution approved in advance by the Board. The name of every financial institution used along with the account number shall be kept in a file in the IGS office at all times;
Section 6.6d: Assist the Board when they want to amend the budget to allow for unbudgeted spending.
Section 6.6e: When accompanied with proper supporting documentation, make disbursements as budgeted, or as approved by the Board;
Section 6.6f: Make the books available to the Auditing Committee for audit by March first of each year, or whenever a new Treasurer takes office, or when directed by the President or the Board;
Section 6.6g: Prepare a written summary statement of financial condition to present to the Board at each meeting with a copy to be attached to the minutes;
Section 6.6h: Present a full financial statement to the Members at the Annual Session. A copy shall be gin to the Secretary to attach to the minutes. A copy shall also be filed in the Library for viewing by any Member during regular Library hours;

Section 7.1: REGIONS DEFINED: In order to facilitate the aims and programs of IGS and to provide outreach and services to the Members, Chapters, and interested parties across the state, IGS shall create at least nine (9) and no more than sixteen (16) regions within the State of Iowa. Each shall be headed by a Region Representative. Regions shall be formed by counties that are adjacent to one another.

Section 7.2: REGION REPRESENTATIVES: The Region Representatives shall facilitate the aims and programs of IGS in their Region of the state and shall coordinate the outreach services to and from the Chapters and local contacts. They shall perform such duties that are prescribed by these Bylaws, the Board of Directors, by the Executive Committee, by the President, or the Society.

Section 7.3: ELIGIBILITY: Region Representatives in order to meet the required eligibility levels shall:

Section 7.3a: Be a Member of IGS.
Section 7.3b: Live in the Region they represent or belong to a chapter in that region;
Section 7.3b: Keep their dues current at all times. Failure to pay dues or financial obligations which they owe to the Society before the end of their membership month shall be an automatic resignation from office. An appeal may be made to the Board of Directors whose determination shall be final.

Section 7.4: ELECTION DURING THE ANNUAL SESSION AND TERM: During the Annual Session held in even numbered years, the Region Representatives from even numbered Regions shall be elected by majority vote. These Region Representatives shall begin their term at the adjournment of the Annual Session in which they are elected and shall serve for the Biennium that ends at the adjournment of the Annual Session held in even numbered years or until their successor is elected.

During the Annual Session held in odd numbered years, the Region Representatives from odd numbered Regions shall be elected by majority vote. These Region Representatives shall begin their term at the adjournment of the Annual Session in which they are elected and shall serve for a two-year (2) term  that ends at the adjournment of the Annual Session held in odd numbered year or until their successor is elected.

Section 7.5: REGION REPRESENTATIVE ELECTED TO EXECUTIVE COMMITTEE: Following the election of the Nominating Committee, the President shall name a temporary Chair from among those elected who shall call a meeting of th4e committee before February 1. At the first meeting of the committee following the Annual Session, the Region Representatives, present and voting, shall elect one (1) Region Representative who will serve as the committee's Chair who serve on the Executive Committee until the close of the next Annual Session. At the same time the Region Representatives shall elect a second person who shall, if a vacancy should occur in this position, serve as Chair of the Nominating Committee and on the Executive Committee.

Section 7.6: RESPONSIBILITIES: The Region Representatives shall:

Section 7.6a: Supervise a Region to promote the goals, policies, and programs of IGS;
Section 7.6b: Coordinate with the First Vice President to promote Region's educational programs;
Section 7.6c: Maintain close liaison with their Region's Chapters and Members in order to encourage participation in and attendance at IGS programs;
Section 7.6d: File periodic reports on their Region's activities with the Board;
Section 7.6e: Work to increase membership;
Section 7.6f: Assist in the formation of, and provide service to, chapters;
Section 7.6g: Create and maintain a current list of resources in their Region--such as, but not limited to: genealogical libraries, museums, cemeteries, and libraries with genealogical sections. Current listing shall be kept in the IGS Library for reference by the Members;
Section 7.6h: Region Representatives, because of their knowledge of Members in their Region(s), are encouraged to send nominations to the Nominating Committee.

 

Section 8.1: ANNUAL SESSIONS: An Annual Session of the IGS Members shall be held in the month of October with the place, date, time, and registration fee for Members, Family Members, and guests to be determined by the Board of Directors. The Annual Session program shall be planned and carried out, under the direction of the Annual Session Planning. All who attend the Annual Session shall pay the registration fee set by the Board except the people who are invited as guests by the Annual Session Planning Committee.

Section 8.2: ANNUAL BUSINESS MEETING The Annual Business Meeting of the Members, which shall be held during the Annual Session, shall be under the control of the President. Included in the Business Meeting agenda shall be the elections, receiving reports, consideration of any Bylaw amendments, consideration of any proposed changes in the dues structure, and other business that may be properly brought before the Assembly.

Section 8.3: NOTICE FOR THE ANNUAL SESSION: The President shall issue the official Call for the Annual Session which shall be printed in the Newsletter (along with the mail ballots, directions for filling out the mail ballots and return envelopes for the election) which is to be distributed to all Members not more than sixty (60) days nor less than twenty (20) days prior to the Session.

Section 8.4: CANCELLATION OF THE ANNUAL SESSION: In case of an emergency, the Annual Session may be canceled by a majority vote of the Board who shall also consider the best way to notify the Members at that time.

Section 8.5: MEETINGS OPEN TO MEMBERS: Members shall have the right to be present at all meetings of the Society. They shall have the right to be present at the Board or Executive Committee meetings unless they are in executive session but Members, who are not elected or appointed to the Board or Executive Committee, may be given the right to speak on a limited subject during a Board or Executive Committee meeting if permission is granted by a majority of the Board or Executive Committee present and voting.

Section 8.6: SPECIAL MEETINGS OF THE SOCIETY: A Special Meeting of the Society may be called by the President, by a majority vote of the Executive Committee, by a majority vote of the Board of Directors, or by a Special Meeting by Petition. Proper notice shall be mailed to every Member from the office, on official stationery, signed by the President, stating the time, place, and purpose of the meeting. Only the business listed in the meeting notice shall be brought to the floor. Only Members shall be present at Special Meetings.

Section 8.7: NOTICE FOR SPECIAL MEETINGS BY PETITION: In order to call a special meeting by petition, a certified letter shall be sent to the president in care of the IGS office that contains the purpose for which the meeting is to called, and which contains the signed and printed names and addresses of at least forty (40) members who wish to call the meeting. A special meeting by petition shall not be called after the official notice has been sent for the annual session.

Section 8.8: AGENDA AT A SPECIAL MEETING: The only business on the agenda at a Special Meeting by Petition shall be that which is stated in the notice. The official notice shall be mailed on official stationery from the IGS office to every Member stating the time, place, and purpose of the meeting, and with the printed names and addresses of the forty (40) Members who are calling for the Special Meeting by Petition attached.

Section 8.9: ELECTRONIC RECORDING OF MEETINGS: With the exception of the Secretary who may electronically record the Business meetings as an aid in taking the minutes, no electronic recording of the Business meetings shall be allowed unless specifically approved by the assembly by a two-thirds (2/3) vote of those present and voting. No electronic recording of the education programs shall be allowed unless specific permission is granted by the presenter.

Section 8.10: QUORUM: Twenty-five (25) Members shall constitute a quorum for an Annual Session, a Special Meeting, or a Special Meeting by Petition.

Section 9.1: NOMINATING COMMITTEE COMPOSITION AND TERM: The first five (5) Members whose names are submitted from the floor shall serve as the Nominating Committee during the Biennium that ends at the close of the Annual Session held in the next odd numbered year. Current officers shall not serve on the Nominating Committee. The President shall select one (1) of the five (5) to serve as temporary chair who shall call a meeting before the first day of February immediately following. At that meeting the members of the Nominating Committee shall elect a permanent chair by majority vote.

Section 9.2: NUMBER OF CONSECUTIVE TERMS: Members of the Nominating Committee shall not serve more than two (2) consecutive terms.

Section 9.3: NOMINATING COMMITTEE DUTIES: Each year it shall be the duty of the Nominating Committee to prepare a slate with at least one qualified Member for each office to be filled..

Section 9.4: TIME FOR NOMINATIONS: All Members are encouraged to submit the names of Members for any office or position who have agreed to serve if they are elected. These nominations shall be delivered in writing or delivered to the IGS office to be given to the Nominating Committee. The committee shall act only on those that are in the hands of the committee by the first day of June in order to be a part of the slate to be sent to the Members.

Section 9.5: REPORT: By the fifteenth day of July the completed Nominating Committee's report containing the names and biographies of those nominated shall be placed in the hands of the President. The President shall be responsible for getting the report into the hands of the Newsletter Editor to be published in the Newsletter that contains the notice of the Annual Session, and a copy to the Elections so they may prepare the mail ballots.

Section 9.6: VACANCY: When a vacancy occurs on the Nominating Committee, a Member shall be nominated by the President, and with approval by the IGS Board of Directors, shall serve the unexpired term.

Section 9.7: FAILURE TO ACT: If any of these five (5) Nominating Committee cannot or will not act, the Board shall have the power to declare the position(s) open and shall proceed to fill the vacancy(s) by majority vote at a regular Board meeting.

Section 10.1: COMPOSITION:  An Election Committee shall be appointed by the President with the approval of the Board of Directors by the first of July. The Election Committee shall handle the details of the election held during the Annual Session Business Meeting.

Section 10.2: DUTIES OF THE ELECTION COMMITTEE: The Election Committee shall prepare printed ballots showing the nominees for each office, as submitted by the Nominating committee, and provide for write-in space for each office and with care taken to make a distinction between those who are to be elected for one of for two years. The Committee shall prepare envelopes for returning the ballots to the IGS office that are clearly marked "ballot" on the front. The ballots and envelopes with the letter explaining the mail voting process shall be mailed to each Member with the Newsletter which contains the official Call to the Annual Session.

Section 10.3: ELECTION AND TERMS FOR OFFICES FILLED IN ODD OR EVEN YEARS:

Section 10.3a: METHODS FOR ELECTION IN EVEN NUMBERED YEARS:  During the Annual Session Business Meeting held in even numbered years, five (5) Officers, and eight (8) Region Representatives from the eight (8) even numbered Regions shall be elected by plurality vote.
Section 10.3b:  TERM FOR EVEN NUMBERED YEARS: The term of office for the Officers and region Representatives elected in even numbered years, shall begin at the adjournment of the Annual Session in which they are elected. They shall serve until the adjournment of the Annual Session held in the next even numbered year or until their successors(s) are elected and assume office.
Section 10.3c: METHODS FOR ELECTION IN ODD NUMBERED YEARS:  During the Annual Session Business Meeting held in odd numbered years, five (5) Officers, and eight (8) Region Representatives from the eight (8) odd numbered Regions shall be elected by plurality ballot while the five (5) Members of the Nominating committee shall named for a two (2) year term as outlined in ARTICLE IX, Section 9.1.
Section 10.3d:  TERM FOR ODD NUMBERED YEARS: The term of office for those elected in odd numbered years, shall begin at the adjournment of the Annual Session in which they are elected. They shall serve until the adjournment of the Annual Session in the next odd numbered year or until their successors is elected and assume office.

Section 10.4: MARKING AND MAILING THE BALLOTS: The Member shall follow the directions for marking the ballot, place it in the envelope and seal it, and place the proper amount of postage on the envelope and mail it to the IGS office before the mail-in deadline. The ballots must be postmarked no less that fourteen (14) days before the start of the Annual Session, or the Member may choose to hand deliver the envelope to the IGS office in person. Only those ballots received in the office seven (7) days before the start of the Annual Session shall be counted.

Section 10.5: PROTECTING THE BALLOTS: Once the ballot envelopes are delivered to the IGS office, they shall be carefully stored in a secure place where they shall be protected from tampering.

Section 10.6: SPOILED BALLOTS DEFINED: The Election Committee shall be diligent in informing the Members how to mark and mail the mail ballots. Certain procedures are contained herein to be certain every Member has the chance to vote and to have that vote counted.

Section 10.6a: Unopened envelopes: After the deadline for receiving the ballots in the IGS office, at least three (3) Members of the Election Committee shall meet in the IGS office, and without opening the envelopes, check each name on the return address against the current IGS list of Members. A ballot shall be considered a spoiled ballot if: 1) there is no readable return address on the envelope; 2) the name on the return address is not on the list of Members; or, 30 if postage is due. These unopened envelopes shall also be kept secured but separated from the other ballots, and shall be taken to the Annual Session along with the others. When this canvas is complete, all the ballots shall be secured in the office until they are taken to the Annual Session Business Meeting.
Section 10.6b: Opening the Envelopes: A ballot shall also be considered a spoiled ballot: 1)if the returned envelope contains more than one (1) ballot; 2) if there is an over vote; 3) if the vote cast if obviously dilatory (such as: or a non-person such as Mickey Mouse) or a deceased person (such as Abraham Lincoln). These ballots and all other questionable ballots shall be taken to the President for the assembly to decide before continuing with the final tabulation.

Section 10.7: COUNTING THE BALLOTS: During the Annual Business Meeting the Election Committee shall assemble at a time listed on the program in an open area to count the ballots. At no time shall anyone other that the Election Committee handle any of the ballots or the challenged envelopes. Observers may quietly watch but shall not engage in conversation nor offer any comments to the Election Committee, nor shall the committee announce the results of the election.

Section 10.8: CONFIDENTIALLY OF THE TELLER'S REPORT: Those who are counting the ballots shall not announce the vote to those around them but shall fill out the election report, securely bundle the ballots until they shall be properly disposed of, and prepare the election report in writing and without announcement. When called upon for the report of the Election Committee during the Business meeting, the Chair of the committee shall deliver the written report and the bundled ballots and envelopes to the President. The President shall make the announcement of the newly elected leaders during the Business Meeting.

Section 10.9: VOTES NEEDED TO ELECT: For all elective offices a plurality vote of the Members who cast their ballots shall be needed to elect.

Section 10.10: ELECTION COMMITTEE'S REPORT TO THE ASSEMBLY: When the tellers report is handed to the President during the Annual Session Business Meeting, the President shall first read the Teller's Report silently. If there is a tie for any position, the President shall ask the candidates involved how they wish to break the tie (for example: flip a coin). The President shall then declare the winners and give the report to the Secretary to be filed with the minutes.

Article XI: BOARD OF DIRECTORS

Section 11.1 AUTHORITY: The Board of Directors, sometimes referred to simply as the Board, shall control and transact the business of IGS between Annual Sessions subject to these Bylaws and the authority of the Society.

Section 11.2 COMPOSITION: The Board shall be composed of no more than twenty-one (21) Members who are: the five (5) elected Officers, and sixteen (16) Region Representatives, the one (1) Editor of the Newsletter, and the Chairs of the following five (5) Standing Committees: Building and Grounds, bylaws and Standing Rules, Library, Publicity, and Events.

Section 11.3 EX OFFICIO MEMBERS OF THE BOARD: The President shall be the liaison between the Society's Members and the ex officio personnel. The four (4) ex officio Members of the Board of Directors shall  be: the Executive Director, the Library Administrator, a Parliamentarian, and a Past President. They shall receive notices of all meetings, but they shall not be counted in the quorum. They may debate, but shall not make motions nor vote. They may not be present when the Board is in executive session unless invited to be present by a majority vote of the Board present and voting.

Section 11.3 a: EXECUTIVE DIRECTOR: An Executive Director shall be a Member of the Board of Directors ex officio and shall fulfill such obligations as outlined in the employment contract and these Bylaws, or that may from time to time be assigned by the Board, the Executive Committee, or the President. Attendance at the Annual Sessions, the Executive Committee, and the Board meetings shall be required as part of the employment contract.
Section 11.3 b: LIBRARY ADMINISTRATOR: The Library Administrator shall be ex officio a member of the Board of Directors and shall fulfill such obligations as outlined in the employment contract and these Bylaws, or that may from time to time be assigned by the Board, the Executive Committee, or the President. Attendance at the Board meetings shall be required by the Board of Directors as part of the employment contact.
Section 11.3 c: PARLIAMENTARIAN: A Parliamentarian may be appointed by the President to serve ex officio from the time of appointment until the adjournment of the next Annual Session.
Section 11.3 d: PAST PRESIDENT: From the list of former presidents who are currently Members of IGS, one may be chosen by the President to serve as a presidential advisor in the ex officio position of Past President for a term that begins at the time of appointment and ends at the adjournment of the next Annual Session.

Section 11.4 DUTIES OF THE BOARD: The Board shall:

Section 11.4 a: Develop and implement plans to further the Purposes of IGS;
Section 11.4 b: Exercise exclusive control over the responsibilities that these Bylaws assign to it, but shall not delegate its authority to another group0 to do that which is assigned to the Board;
Section 11.4 c: Adopt special rules of order and standing rules to govern its own proceedings;
Section 11.4 d: Approve the budget at the first meeting of the term of office;
Section 11.4 e: Amend the budget when needed to meet the needs of IGS, including approval in advance, for expenditures not otherwise provided in the budget, subject to the recommendations of the Budget and Finance committee whose responsibility it is to keep the budget in balance;
Section 11.4 f: Provide for and approve the reports of the Auditing Committee;
Section 11.4 g: Approve the place, date, time, and registration fee for the Annual Session, Special Meetings, Special Events, or Special Meeting called by Petition;
Section 11.4 h: Set the fees for Library use and Guest Use Fees;
Section 11.4 i: Distribute current financial reports at each Annual Session;
Section 11.4 j: Determine the boundaries of each Region, creating at least nine (9) Regions and not more than sixteen (16) Regions
Section 11.4 k: Be compensated only for preauthorized expenses upon presentation of receipts but not for mileage;
Section 11.4 l: At the conclusion of their term or at the time they resign from the Board, each member of the Board shall turnover all records and correspondence pertaining to their respective offices to their successors at the Annual Session or within fifteen (15) days.
Section 11.4 m: Determine the schedule for the times an d places of their own Board meetings.
Section 11.4 n: Adopt their own Rules of Procedure but within the limits of the Bylaws and the Parliamentary Authority.

Section 11.5: QUORUM OF THE BOARD OF DIRECTORS: A quorum of the Board shall be three (3) elected officers and seven (7) members. The ex officio Members of the Board are not quorum.

Article XII: EXECUTIVE COMMITTEE

Section 12.1: AUTHORITY:  The Executive Committee shall exercise the authority of the Board of Directors between meetings of the Board but only to the extent necessary to take action on unanticipated business that requires immediate action. They shall make employment decisions concerning the Executive Director and Library Administrator carry out the duties that are specifically assigned to it in these Bylaws, by the Board of Directors, the Society, or by the parliamentary authority. The committee shall not take any action that is contrary to these Bylaws or instructions from the Society or Board.

Section 12.2: COMPOSITION OF THE EXECUTIVE COMMITTEE: The Executive Committee shall be composed of the five (5) elected Officers and the one (1) elected Region Representative with the Executive Director ex officio. The Executive Director shall have all the rights of a Member on the Committee except the right to vote, or the right to be present when the committee is in executive session.

Section 12.3: DUTIES: The Executive Committee shall:

Section 12.3a: Make recommendations to the president concerning the administrative procedures of the Executive Director and the Society;
Section 12.3b: Direct the president to carry out employment decisions concerning the Executive Director and other paid staff;
Section 12.3c: Prepare employment contracts and adopt personnel policies and establish salaries and fringe benefits for employees, keeping always within the limits of the budget;
Section 12.3d: Determine the quantity of educational or promotional materials to be printed, and the sales price for all such materials;
Section 12.3e: Provide leadership and strategic planning for IGS and present progress and results of the plan to the Board and where appropriate, the Society at its Annual Session;
Section 12.3f: Determine and give notice of the place, date, and time of Special Meetings called by Petition;
Section 12.3g: Approve the nominations of the Vice Chairs made by the President;
Section 12.3h: Develop its own procedural rules.

Section 12.4: MEETINGS: The Executive Committee, by its very nature, shall not have regular meetings, but shall set the time and place for their own meetings as they are needed. Meetings may be called by the President or any two (2) Members of the Executive Committee to do the work assigned to the committee, or to deal with a matter an urgent nature. Whenever practical, meetings to conduct the business assigned specifically to the Executive Committee shall be held just before or just after a Board of Directors Meeting.

Section 12.5: ACCOUNTABILITY: The Board shall be kept informed of the actions of the Executive Committee, and minutes of their meetings shall be distributed to the Members of the Board at their next meeting.

Section 12.6: QUORUM: The quorum of the Executive Committee shall be four (4) members of whom at least three (3) must be elected Officers. The ex officio members shall not be counted in the quorum.

Article XIII: ADMINISTRATION

Section 13.1: EXECUTIVE DIRECTOR: The Executive Committee shall interview and employ an Executive Director to manage the business affairs of the Society's business office within the limits of the Employment Contract, of the Bylaws, and of the budget adopted by the Board of Directors. The Executive Director shall be the liaison between the Executive Director and the Society Members. The Executive Director shall be liaison between other paid staff and the Society. If the position of Executive Director is open, the duties shall be delegated by the President.

Section 13.2: EMPLOYMENT OF THE SOCIETY'S PERSONNEL: The Executive Director shall be responsible, in consultation with the President, for the employment of personnel required to administer the duties of the office and Library provided that such employment falls within the limits of the budget and personnel policies established by the Executive Committee. Vacation schedules, office closings, and time off shall be approved by the President.

Section 13.3: LIBRARY ADMINISTRATOR: The Executive Director in consultation with the Executive Committee shall interview and employ a Library Administrator to manage the affairs of the Society's Library within the limits of the Employment Contract, of the Bylaws, and of the budget adopted by the Board of Directors. The Executive Director shall be the liaison between the Library Administrator and the Society Members. If the position of Library Administrator is open, the duties shall be delegated by the President.

Section 13.4: EMPLOYMENT OF LIBRARY PERSONNEL: The Library Administrator shall be responsible, in consultation with the President and the Executive Director, for the employment of personnel required to administer the duties of the office provided that such employment falls within the limits of the budget and personnel policies established by the Executive Committee. Vacation schedules, office closings, and time off shall be approved by the President.

Section 13.5: EMPLOYMENT CONTRACT: The duties and benefits of the Executive Director and of the Library Administrator shall be detailed in Employment Contracts for a term not to exceed three (3) years at a time, at a salary to be determined annually by the Executive Committee, in an amount not to exceed that which is allowed in the budget which has been approved by the Board of Directors, and shall include other duties detailed in these Bylaws and as the Executive Committee or President may delegate from time to time.

Section 13.6: FISCAL YEAR AND THE BIENNIUM DEFINED: The fiscal year shall be the calendar year. The Biennium begins at the close of the Annual Session held in the even numbered years and closes at the close of the Annual Session in the next even numbered year.

Section 13.7: ELECTRONIC MEETINGS: Meetings of the Executive Committee, the Board of Directors, Standing or Special committees are authorized to meet by telephone conference or through other electronic communications media as long as all of the members have been notified of the date and hour, that a quorum is on line at the same time, and tat all may simultaneously hear each other and participate during the meeting. Votes taken during a conference call or an electronic meeting shall be by roll call which shall be recorded in the minutes.

Section 13.8: VOTING POWERS DEFINED:

Section 13.8 a: The act of majority of the Members present and voting at a meeting at which a quorum is present shall be the act of that body unless the Articles of Incorporation or these Bylaws require a greater number;
Section 13.8 b: Voting by mail shall be allowed for the election of officers only;
Section 13.8 c: Each Member shall vote only one (1) vote on any question, on any issue, or in any capacity;
Section 13.8 d: At any meeting of IGS only the votes of those Members present and voting shall be counted.

Article XIV: STANDING COMMITTEES

The Standing Committees shall be those committees whose services are known to be required. Each Standing Committee shall be headed by a Chair and a Vice Chair with at least one (1) additional Member unless the number is specified in these Bylaws.

Section 14.1: COMPOSITION: There are fourteen (14) Standing Committees which are divided into three (3) categories:

Section 14.1a: The following four (4) officers shall chair certain committees:
President, Annual Session Planning;
First Vice President, Education:
Second Vice President, Membership;
Treasurer, Budget and Finance.
Section 14.1b: The following five (5) Chairs of Standing Committees shall be on the Board of Directors;
Building and Grounds, Bylaws and Standing Rules, Events, Library, and Publicity;
Section 14.1c: The Chairs of these five (5) committees shall report regularly to the Board of Directors but shall not be on the Board. These are: Auditing, Computer and Technology, Grants and Capital Campaign, IGS Publications, Revenue Sharing Publications for Resale. They shall receive all Board Meeting notices, but shall not be counted in the quorum. They may attend the Board meetings and debate, but shall neither make motions nor vote.

Section 14.2: QUALIFICATION: To be considered as either a Committee Chair or Vice Chair, the Member must have been an IGS Member.

Section 14.3: GENERAL DUTIES OF THE STANDING COMMITTEES: A Standing Committee is a body of Members organized to consider, investigate, or if given the power to act, take action on certain matters, or may do all of these things. Standing Committees shall have the right to empower a subcommittee made up of the Members of the committee to do a particular share of the committee's work, but the committee shall not have the power to delegate the entire work of the committee to a small portion of the committee members. Prior to spending the money, a committee shall go to the Board for authorization of spending that exceeds the amount adopted in the Biennium budget.

Section 14.4: APPOINTMENT OF THE STANDING COMMITTEE CHAIRS: Throughout the Biennium, the Standing Committee Chairs shall be appointed as needed by the President and subject to the approval of the Board of Directors. After the Officers have been elected during the Annual Session held in an even numbered year, the incoming President, with suggestions made b y the other newly elected officers, shall begin the process of naming Standing Committee Chairs for the following biennium. Their report shall be presented by the President to the Board of Directors for approval at their first meeting of the Biennium.

Section 14.5: APPOINTMENT OF THE STANDING COMMITTEE VICE CHAIRS: As the Standing Committee Chairs are approved by the Board, the President shall consult with each of them to determine who their choice would be for Vice Chair. The President shall submit that person's name  to the Executive Committee for approval. The Standing Committee Chair and Vice Chair together may choose Members to serve on their committee.

Section 14.5: TERM OF OFFICE: The term of office for the committee Chairs and Vice Chairs shall begin at the time their appointment is confirmed. They shall serve until the adjournment of the next Annual Session held in an even numbered year or until their successors are appointed and approved.

Section 14.6: REMOVAL FROM OFFICE: Any committee Chair, Vice Chair, or committee member may be removed from their Standing Committee by a two-thirds (2/3) vote of the Board of Directors, present and voting, at a regular or Special Meeting, with notice of the pending action sent by the President to the Member involved. Removal from a committee does not remove a Member automatically from membership.

Section 14.7: VACANCIES: The Vice Chair of a Standing Committee shall move automatically into the Chair's position if the Chair leaves office for any reason. The President shall appoint a Member to fill the vacancy in the Vice Chair's position as directed in these Bylaws.

Section 14.8: EX OFFICIO STATUS: The President shall be a member ex officio of all IGS committees and sub committees, except the Nominating Committee, and shall be sent copies of all the notices and reports of all committee and subcommittee meetings.

Section 14.9: QUORUM: The quorum of a Standing or Special Committee shall be a majority of the committee members.

Article XV DUTIES OF THE STANDING COMMITTEES

The Standing Committees shall have the duties customarily assigned to a committee of that name in the Parliamentary Authority, the Bylaws, or that may be assigned to them from time to time by the Society, the Board, the Executive Committee, or the President.

Section 15.1: ANNUAL SESSION PLANNING: an Annual Session shall be held annually in the month of October for the purpose of elections, receiving reports, and transacting other business as may properly come before it. The President shall be the Coordinator of the Annual Session Planning Committee with certain areas delegated by these Bylaws. The First Vice President shall be a Vice Chair and in charge of programming and presenters. The Second Vice President shall be a Vice Chair in charge of the physical comfort areas of the Annual Session (such as site selection, meal arrangements, and vendors). The Treasurer shall be a Vice Chair and shall keep the books of the Annual Session. The Executive Director shall be an ex officio member of this committee and shall coordinate the work assigned to be done in the office, such as the copying materials for the Annual Session. The President shall appoint any other subcommittees needed to carry out a successful meeting for the Members.

Section 15.2: AUDITING: The Auditing Committee shall audit the Society's books and records before the first day of May of each year, and shall report their finding to the first regular Board of Director's meeting after the first day of May. The Treasurer shall not be on this committee. The books shall be audited any time there is a change in the office of Treasurer, Executive Director, or when directed by the Board of Directors.

Section 15.3: BUDGET AND FINANCE: The Budget and Finance Committee shall be chaired by the Treasurer and members of this committee shall be the Executive Committee. This committee shall meet between the close of the Annual Session and the first Board meeting of the calendar year to prepare the budget for the coming Biennium. Any committee Chair who wishes to make a request for funds, shall make that request in writing with supporting information as to why the item should be included in the budget. After the budget is adopted by the Board of Directors, any line item increased or decreased shall be balances by adding to or taking from another line item.

Section 15.4: BUILDINGS AND GROUNDS: The Building and Grounds Committee shall regularly inspect the building and grounds for safety violations, report to the Board any repairs needed to keep the building in good condition, and to keep the grounds neat. This committee shall review the insurance coverage of the property. They shall oversee the rental of IGS property and make recommendations to the Board for rental amounts.

Section 15.5: BYLAWS AND STANDING RULES: The Bylaws and Standing Rules Committee shall review the Bylaws and Standing Rules for compliance in every odd numbered year even though no amendments have been submitted.

Section 15.5a: The committee shall review and report all of the amendments to the Bylaws and Standing Rules that are submitted to them on or before June first.
Section 15.5b: The committee shall determine where the amendment should fit into the current document and refine the wording to make the amendment compatible with the existing document.
Section 15.5c: The committee shall provide the Editor of the Newsletter with a copy of all proposed amendments to be published in the edition of the Newsletter that includes the Call to the Annual Session. This information shall be printed in three (3) columns; The first (1) shall be the Bylaw as currently in the Bylaws; the second (2) column shall be the proposed change; and the third (3) shall be how the Bylaw would read if adopted.
Section 15.5d: The members of the Bylaws and Rules Committee may include the information in the published notice that the committee does or does not support a particular amendment.

Section 15.6: EDUCATION: This committee shall be chaired by the First Vice President whose other duties are listed elsewhere in this document. The Program Committee shall produce programs of interest that will draw Members and guests into the facility and provide information about programs across the state that will develop interest in genealogy. A special project of this committee is to assist the First Vice President in planning programs of special interest at the Annual Session.

Section 15.7: EVENTS: The task of this committee is to develop and implement events (such as: garage sales, slumber parties, research trips, State Fair participation, parades, festivals, etc.) primarily in order to promote IGS to non-members in order to increase interest in genealogical research, to gain new Members, and to raise funds.

Section 15.8: LIBRARY: The Library committee shall be composed of one (1) Board Member, two (2) Library volunteers, and two (2) Members at large, with the Library Administrator ex officio. This committee shall determine Library policies and procedures, and shall make recommendations to the Board. They shall promote active participation in the Library Volunteers Program in order to involve Members.

Section 15.9: MEMBERSHIP: This committee shall be chaired by the Second Vice President whose further duties are listed under the job description for that office. This committee shall process all applications for membership and present them to the Board of Directors for determination. They shall develop and maintain accurate records of the membership in a database. This committee shall also plan activities (such as: meals, silent auctions, recipe books, annual potluck, and other non-educational activities) for the Members who attend the Annual Session or the Spring Education Programs. The committee shall promote the purposes of IGS to the Members of IGS in order to increase the interest and enthusiasm of the Members, and promote retention of memberships.

Section 15.10: IGS PUBLICATIONS: This committee shall have as members: the Editor of the HAWKEYE HERITAGE magazine, the Editor of the "Newsletter', and the Webmaster. The general purpose of this committee is to keep the Members informed of the activities and events of the Society, furnish genealogical information, and resources of interest.

Section 15.11: PUBLICITY: The Publicity committee is to make known to as many people as possible the activities and events of IGS. They shall promote participation in researching family history and preserving historical records. They shall support the Region Representatives in their efforts to get statewide support for the Library. They shall distribute information concerning events, programs, or classes for the public through print and electronic media. No IGS Member shall purchase IGS advertising from any source without the express permission of the IGS Board of Directors.
PROVISO: A newspaper, radio station or TV station may carry a free public service announcement to promote a not-for-profit-profit group, but as soon as that group buys an ad, they become a customer and will be charged for all future ads.

Section 15.12: GRANTS AND CAPITAL CAMPAIGN: This committee shall seek public and private sources of funding for capital growth and operating expenses. This will include the Annual Campaign to the IGS Members.

Section 15.13: COMPUTERS AND TECHNOLOGY: This committee shall maintain the computers used by IGS including hardware, software, security, and Internet protocols and services. The committee shall designate the System Administrator.

Section 15.14: REVENUE SHARING AND PUBLICATIONS SALES: This committee shall:

Section 15.14a: Execute revenue sharing contracts with Chapters;
Section 15.14b: Process and price new items submitted for publication;
Section 15.14c: Fill orders and have them shipped by the most appropriate means;
Section 15.14d: Maintain sales records and amounts due to Chapters;
Section 15.14e: Provide reports to both the IGS Board and to the Chapters the amounts due to the Chapters.

 

Article XVI: SPECIAL COMMITTEES

Section 16.1: SPECIAL COMMITTEES: Special Committees may be created to carry out a specific task as the need arises, by the Society, the President, the Executive Committee, the Board of Directors, or a Standing Committee. The assignment shall fall within the scope of the creating body, but shall not be appointed to perform a task that falls within the assigned function of an existing committee. A Special Committee shall report directly to the body that created it.

Section 16.2: TERM: The term for a special committee or a Subcommittee shall be the length of time to complete the task for which it was created, and then to rise and report to the creating body. A Special Committee automatically ceases to exist at the end of the Biennium.

Section 16.3: The power that creates a committee shall have the power to dissolve a committee.

 

Article XVII: SPECIAL INTEREST GROUPS

Section 17.1: SPECIAL INTEREST GROUP DEFINED: A Special Interest Group, known also as a SIG, shall be composed of IGS Members who have a common interest promoting a particular area of genealogical research.

Section 17.2: ORGANIZING A SIG: A group of at least four (40 IGS Members shall apply to the IGS Board of Directors for permission to form a SIG and shall agree to abide by the rules set out in these IGS Bylaws or by the direction of the IGS Board of Directors. SIG Members shall select a Coordinator to serve as liaison to the IGS Board of Directors.

Section 17.3: MEMBERSHIP WITHIN A SIG: Membership in a SIG shall be open to any IGS Member, and if they have one, their Family Member.

Section 17.4: GUESTS: A non-member may attend a SIG meeting two (2) time within one (1) year without joining IGS>

Section 17.5: ANNUAL REPORTS DUE TO IGS: Each SIG shall:

Section 17.5a: A report that provides the name of any financial institution, the name, account number of each account, and the balance of funds in each account as of the first of December of the preceding year, and the total of any balance of SIG funds held otherwise, must be delivered to the Executive Director in the month of January each year. This is to insure that IGS is in compliance with the IRS,
Section 17.5b: Write a summary of their activities for the year to be distributed to those who attend the Annual Session.
Section 17.5c: Create a list of all regular attendees as of the last day of December that shall be delivered to the Executive Director in the month of January of each year.

Section 17.6: USE OF MEETING ROOM: Each SIG shall reserve their meeting time and place on the IGS Library calender during the first month of the fiscal year. If these is a conflict between two (2) groups wanting the same date, the matter shall be referred to the IGS Library Administrator for a decision which shall be final.

Section 17.8: FISCAL YEAR: Each SIG shall operate on a fiscal year that corresponds to that of IGS.

Section 17.9: ELECTION OF OFFICERS AND DUES: Each SIG shall have the right to elect their own officers but shall not charge dues unless specifically allowed by the IGS Board of Directors

Section 17.10: CANCELING A MEETING: The Coordinator of each SIG shall be responsible to notify the Library if their meeting is canceled for any reason. Current emergency phone numbers of SIG Members shall be kept on file in case the Library personnel might need to contact the leaders of the group.

Section 17.11: DISSOLUTION OF A SIG: A SIG may be dissolved by the IGS Board of Directors, by a two-thirds vote (2/3) vote, for any action or activity that is contrary to the Articles of Incorporation or Bylaws. If a SIG dissolves, the members thereof shall be responsible for any outstanding charges they may have incurred and all of the remaining funds and assets shall be immediately turned over to the Treasurer of IGS. None of the funds of the SIG shall be retained by any member of the SIG with the lope that the SIG will be reestablished.
PROVISO: Except for the Section 17.3 (who can be a member) and Section 17.5 (reports due to IGS) and Section 17.11 (dealing with dissolution), SIG's established on or before the date that these Bylaws are adopted, may continue to operate as they have been. If  SIG ceases to exist, any new group with a similar interest shall be considered as anew group and shall operate under all the rules in this Article.

 

Article XVIII: CHAPTERS

Section 18.1: SPECIAL INTEREST GROUP DEFINED: There are independent societies of genealogists who are organized in their local communities for the purpose of preserving local records and artifacts dealing with the history of people in their area. If some of their members are also Members of IGS, they may apply to the IGS Board of Directors for the right to be known as a Chapter of IGS.

Section 18.2: AFFILIATION WITH IGS: Upon approval by the IGS Board, they may use after their Chapter's name the words, "A Chapter of Iowa Genealogical Society".

Section 18.3: TAX EXEMPT STATUS: The Chapters are not covered by the IGS Tax Exemption Status Determination Letter from the IRS.

Section 18.4: AUTONOMY: A chapter shall not have the power to enter into an agreement that might bind IGS, nor shall IGS be held accountable for any unauthorized use the chapter may make of the name of IGS.

Section 18.5: LIAISON OFFICER: The IGS Region Representative is liaison between IGS and chapters.

Section 18.6: RECORDS: Each chapter is responsible for keeping records that show which of their members are Members of the IGS.

Section 18.7: SPECIAL LIBRARY RESEARCH DAYS: Chapters may, from time to time, schedule special research days in the IGS Library. Arrangements shall be scheduled through the Library Administrator on a time and space availability.

Section 18.8: PUBLICATIONS TO A CHAPTER: Each chapter shall receive a copy of the IGS Newsletter and a copy of the HAWKEYE HERITAGE, and when the Bylaws of IGS are amended, they shall be sent one (1) copy of the new document.

Article XIX: AMENDMENTS TO THE ARTICLES OF INCORPORATION

Section 19.1: AMENDMENTS MADE TO THE ARTICLES OF INCORPORATION: Because the Articles of Incorporation is a legal document that is filed with the Iowa Secretary of State; the details of a change should be handled by an attorney. The Board of Directors, by a two-thirds (2/3) vote, shall determine the need for such an amendment to this document. If the vote is affirmative, the President shall contact a legal advisor or an attorney to handle the matter.

Section 19.2: CORRELATION WITH ARTICLES OF INCORPORATION: Certain Articles of these Bylaws shall not be amended unless the Articles of Incorporation are first amended and filed with the Secretary of State: Article I, dealing with the name and location; Article II, dealing with purposed of IGS; Article III, Section 2, dealing with discrimination; Article XIX, Section 19.2, Correla5tion with the Articles of Incorporation; XXII, dealing with Indemnification; and Article XXIII, dealing with Dissolution.

Section 19.3: AVAILABILITY TO MEMBERS: A copy of the Articles of Incorporation shall always be available in the Library for the Members to view during business hours.

Proviso: The Articles of Incorporation is a legal document that is filed with the Secretary of State. It must contain certain information needed especially if the corporation is to hold property, inherit a legacy, make legally binding contracts, hire employees, be in a position to sue or be sued as a Society, protect its Officers and Members from personal liability, or the like. It must be drafted by a lawyer and must be processed in accordance with the legal procedure for incorporation in the state or under federal law. Later amendments are subject to the requirements of the law and any limitations placed in the charter itself. Nothing in the Bylaws or Rules shall conflict with or supercede the Articles of Incorporation. It is advisable that the Articles of Incorporation contain only what is necessary to obtain it, leaving as much as possible to the Bylaws.

Article XX: AMENDMENTS TO THE BYLAWS

Section 20.1: WHEN AMENDABLE: The Bylaws of the IGS shall be amendable only at an Annual Session Business Meeting or at a Special Meeting called by the President for the purpose of amending or revising the Bylaws and for which previous Notice is given to all Members.

Section 20.2: ALL AMENDMENTS TO BE CONSIDERED: Every Bylaw Amendment that is presented to the Bylaws and Standing Rules committee in writing before the first of June shall be processed for consideration at the Annual Session. A copy of the proposed changes shall be distributed in the Newsletter with the Call to the Annual Session, or sent to each member sixty (60) days before a Special Meeting called for the purpose of revising or amending the Bylaws.

Section 20.3: EDITING FOR CLARITY: The committee shall edit the wording, if necessary, so the language of the amendment shall be consistent with the language of the Bylaws, but they shall not change the meaning. If more than one (1) amendment of similar content is proposed, the committee shall have the right to combine them into one as long as the meaning is not changed. The committee shall determine where in the Bylaws any proposed amendment shall be placed.

Section 20.4: NOTICE REQUIRED TO AMEND THE BYLAWS: Previous Notice, as defined in these Bylaws, of any Bylaw amendment shall be distributed to all Members. The Bylaws committee shall deliver the proposed Bylaw changes to the Editor, in copy ready form, in time to be distributed in the Newsletter with the Official Notice for the Annual Session or Special Meeting.

Section 20.5: WHEN BYLAW AMENDMENTS TAKE EFFECT: Adopted amendments to the Bylaws become a part of these Bylaws immediately upon adoption, but shall take effect at the close of the Annual Session, unless an adopted proviso presented at the time of adoption specifies implementation at a different time.

Section 20.6: HOW AMENDMENTS ARE RECORDED IN THE BYLAWS: A notation shall be added after each adopted amendment to these Bylaws, placed immediately at the end of the Section amended that shall indicate the action taken, such as: (Amended, October 20090; or (Section 35.a: Deleted, October 2009). This is so in the future Members may look in the minutes to ascertain the action(s) taken and when.

Section 20.7: VOTE REQUIRED TO AMEND WITH NOTICE: The Bylaw amendments shall be adopted or amended by a two-thirds (2/3) affirmative vote of the Members present and voting at the Annual Business Meeting.

Section 20.8: DISTRIBUTION: The IGS Articles of Incorporation, Bylaws and Standing Rules shall be kept posted on the Internet. When changes have been adopted, the updates shall be posted immediately by the Webmaster. A hard copy shall be sent to each Chapter, who do not have access to the Internet may request a hard copy for the cost of mailing.

Section 20.9: AVAILABILITY TO MEMBERS: A hard copy of the current Articles of Incorporation, the Bylaws and Standing Rules, and a copy of the annual financial statement shall be kept in the Library so Members may read them during business hours.

Article XXI: PARLIAMENTARY AUTHORITY

The rules in the current edition of ROBERT'S RULES OF ORDER NEWLY REVISED shall govern the Society in all cases to which they are applicable and in which they are not inconsistent with these Bylaws and any Special Rules of Order the Society may Adopt.

Article XXII: INDEMNIFICATION

Any Director, Officer, employee, or agent of IGS shall be indemnified for any costs, expenses, or liabilities necessarily incurred in connection with the defense of any action, suit, or proceeding in which they are made a part by reason of being or having been a Member serving in an elected or an appointed capacity. No Member or employee shall be indemnified when adjudged in the action or suit to be liable for negligence or misconduct  in the performance of duty.

PROVISO: (Lawyer must review this Article before adoption.)

Article XXIII: DISSOLUTION

The Article of Dissolution is mandated by the Federal Government. While your attorney will have the precise language you will need for the Article, you need to be thinking about where you will want the assets of IGS to go should it ever become necessary to dissolve.

PROVISO: (Lawyer must review this Article before adoption.)

 

 

Official Revised Article Statement

These revised Articles are hereby approved and amended by the membership of The Iowa Genealogical Society at the annual meeting this 5th day of October, year of 2007.

President of the Board _______________________

Secretary of the Board _______________________