The Bylaws of the Computer Genies of NW Iowa

The Bylaws of the
Computer Genies of NW Iowa, Revised
Revised and Adopted March 4, 2006

ARTICLE I: Name and Location

Section 1. The name of this non-profit organization shall be the Computer Genies of NW Iowa.

Section 2. The society shall be a chapter of the Iowa Genealogical Society located at 628 East Grand Avenue, Des Moines, Iowa 50309-1924. The IGS web site is www.iowagenealogy.org.

Section 3. The mailing address of the society shall be Computer Genies of NW Iowa, c/o Le Mars Public Library, 46 1st St. S.W. Le Mars, IA 51050

ARTICLE II: Purpose

Section 1. The exclusive purpose of this society shall be to aid individual’s with computers to begin, develop and improve genealogical pursuits and endeavors and to prepare or write their genealogy or family history through literary and educational means including lectures, discussions, workshop, courses and by providing genealogical source materials. In furtherance thereof, the objectives of this society shall be:
a. to create and foster an interest in computer genealogy.
b. to gather and preserve genealogical and historical data, particularly with respect to ancestors, the founders and early settlers of our country.
c. to aid individuals in their computer genealogical research and in compiling their family histories.
d. to establish and maintain a genealogical library through contributions, purchases, donations and exchange of publications.
e. to provide information to members and the public through various means of communication such as a newsletter and a website.
f. to encourage and recommend to the members to use a genealogy software program that has GEDCOM capability.

Section 2. The association is organized exclusively for charitable, educational, religious or scientific purposes in accordance with section 501 (c) (3) of the Internal Revenue Code.

ARTICLE III: Membership

Section 1. Membership shall be open to all those interested in computer genealogical, biographical and historical research.

Section 2. New Members. People may join the society at any time during the year by paying the appropriate amount of dues listed in Standing Rules.

Section 3. A membership is for one person.

Section 4. Benefits of Membership. All members shall --
a. receive a membership card.
b. receive a free subscription to the society’s quarterly newsletter.
c. be on the email mailing list for meeting announcements and news releases.
d. receive a program booklet.
e. receive a copy of the bylaws.
f. have free access to the society’s library of genealogical information.
g. have free use of the web site for publicizing his/her family’s list of surnames for which he/she has information and may answer queries regarding the same.

Section 5. Duties and Responsibilities of Members. Members are encouraged to take part in club activities by doing some of the following:
a. paying dues on or before the February meeting.
b. providing refreshments at monthly meetings.
c. assisting in providing a monthly program.
d. assisting the society with individual or group research projects.

Section 6. Rights of Members. Members have equal rights, as enumerated in Robert’s Rules of Order, Newly Revised (10th edition) including--
a. voting.
b. serving as an officer.
c. taking part in making, seconding and discussing motions.
d. serving on committees.
e. submitting items for the agenda for business meetings.

ARTICLE IV: Finances

Section 1. Membership in the society shall be accepted upon payment of dues and is on a calendar year basis.

Section 2. The dues of the members shall be set by the majority of the members present at any regular meeting.

Section 3. Fees for various programs, workshops, publications, seminars and data disks sponsored by or furnished by the society shall be determined by the members for each event.

Section 4. Annual dues are to be paid on or before the February meeting (amended August 2011). .

Section 5. Donations to the society will be accepted at any time.

Section 6. Members doing research for the general public on behalf of this society are encouraged to donate half or more of their research income to the society.

ARTICLE V: Officers and Elections
(Amended January 5, 2008)

Section 1. Officers. The officers of the society shall include the president, vice-president, secretary, treasurer, newsletter editor, webmaster and librarian

Section 2. Term of Office. All officers shall serve for a term of one year beginning in November after the election (amended August 2011).

Section 3. Elections.
a. Elections shall take place at the regular November meeting, a slate of nominees having been obtained by the nominating committee with permission of the nominees.
b. The nominating committee shall prepare, and make copies of, a Single Ballot which may be used for the election. The nominating committee may also supply slips of paper for Multiple Ballots and any other items necessary for conducting an election.
c. Candidates may be nominated from the floor, for any office, if their consent is obtained.
d. The election shall be by ballot vote.
e. The members shall decide, before voting, whether to use a Single Ballot or Multiple Ballots.
1. A Single Ballot. All offices and nominees are listed on one sheet of paper. All nominations from the floor shall be accepted for each office, at one and the same time, prior to voting.
2. Multiple Ballots. Members shall vote for each office, consecutively, in order as listed in the bylaws. Nominations from the floor shall be accepted for each individual office, one office at a time, immediately prior to the balloting for each office.
f. A majority vote is needed to elect any officer. A majority is defined as “more than half of the votes cast”. If no candidate wins a majority, additional balloting is required until one candidate wins a majority of the votes. The nominee with the least votes is not required to drop out.
g. Write-in candidates are allowed so long as consent is obtained prior to the balloting.
h. Tellers shall distribute, collect and count the ballots and report the results to the group.
i. The president shall declare the results of the balloting.
j. The results of the balloting shall be entered into the minutes.

Section 4. Re-election. Officers may be re-elected to additional terms.

Section 5. Vacancy in Office. The president may appoint a person to fill in a vacancy of any office. The appointee will serve until the next election.

ARTICLE VI: Duties of Officers

Section 1. President. The president—
a. shall preside at all regular and special meetings.
b. shall set up an agenda which includes agenda items from the members.
c. shall e-mail the agenda to the executive board and webmaster before the meeting.
d. shall write a news release for each meeting.
e. shall email meeting reminders to members.
f. shall be the organization’s primary promoter and spokesman.
g. shall be an ex-officio member of all committees.

Section 2. Vice-president. The vice-president—
a. shall assume the duties of the president in the absence of the president.
b. shall be the chairman of the program committee.
c. shall design and publish the society’s program booklet to be presented at the February meeting.
c. shall introduce the person doing the program at monthly meetings.

Section 3. Secretary. The secretary—
a. shall keep the minutes of all regular and special meetings.
b. shall keep a current list of members.
c. shall take attendance at all regular and special meetings.
d. shall send and receive correspondence.

Section 4. Treasurer. The treasurer—
a. shall be responsible for the finances of the organization including giving monthly and annual treasurer’s reports.
b. shall submit the books for audit at the end of the year.
c. shall be responsible for maintaining the non-profit status of the group and filing tax reports by May 15 of each year (amended August 2011)
d. shall set up an annual budget for the year and present the same at the February meeting.
e. shall maintain a list of paid memberships for the society and shall keep the executive board informed of changes.
f. shall prepare and distribute membership cards.

Section 5. Newsletter Editor. The editor--
a. shall publish a quarterly newsletter (March, June, September and December).
b. shall send the newsletter by e-mail or regular mail to members.
c. may provide a newsletter to visitors.
d. may send a copy to the Iowa Genealogical Society, other genealogical societies and libraries.

Section 6. Webmaster. The webmaster—
a. shall be responsible for designing and maintaining the organization’s web site at www.computergeniesofnwiowa.com.
b. shall be responsible for putting the members’ lists of surnames on the website.

Section 7. Librarian. The librarian--
a. shall store and care for all society property (except that which is used by other officers).
b. shall give an annual listing of all property.
c. shall give members a list of all property available for loan.
d. shall keep a checklist of items loaned and returned.
e. shall bring needed equipment to meetings.

ARTICLE VII: Meetings.

Section 1. Regular Meetings. Regular quarterly meetings of this society shall be held on the first Saturday in the months of February, May, August and November at various towns in Northwest Iowa. (Amended May 2011)

Section 2. Special Meetings. Special meetings of this society may be called at any time by a decision of the majority of members at any regular meeting or by the executive board with one week notice given to members.

Section 3. Annual Meeting. The annual meeting shall be held in February (amended August 2011).

Section 4. Quorum. The quorum necessary for a meeting shall consist of the number of members present.

Section 5. Cancellation. Any regular or special meeting may be cancelled by a decision of the executive board.

ARTICLE VIII: Executive Board.

Section 1. The executive board shall consist of the president, vice-president, secretary and treasurer.

Section 2. The executive board-elect shall be the Program Committee with the vice-president-elect as chairman.

Section 3. The executive board may cancel meetings due to bad weather or other emergencies and will notify members of the cancellation.

Section 4. The executive board may call special meetings, but must notify the members one week prior to the meeting.

ARTICLE IX: Committees

Section 1. Standing Committees.
a. Nominating Committee. The nominating committee shall be appointed by the president at or before the August meeting and the committee shall prepare a list of nominees for election in November (amended August 2011)
b. Auditing Committee. The auditing committee shall be appointed by the president at or before the November meeting and shall audit the treasurer’s books after the November meeting and prepare a report for the February meeting (amended August 2011).
c. Program Committee. The program committee is made up of the newly-elected executive board and shall meet together following the election in November. The program committee, with the vice-president-elect as chairman, shall design and print a program booklet for the next year and pass said program booklets out at the February meeting (amended August 2011).

Section 2. Special Committees. Special committees may be appointed by the president as needed at any regular or special meeting.

ARTICLE X. Rules of Order
.
The rules guiding the procedure of the society shall be Robert’s Rules of Order, Newly Revised. When a dispute arises between the bylaws of this society and Robert’s Rules of Order, Newly Revised, the latter shall be used as the final authority in procuring a settlement.

ARTICLE XI: Amendments

These bylaws may be amended in the following manner:

Section 1. Any proposed changes shall be presented in writing at a regular business meeting of the society. The proposed change shall be drafted into the final form at the meeting.

Section 2. At the next regular business meeting the proposed amendments shall be read and voted on. The proposed amendments shall become part of these bylaws with a two-thirds majority vote of the members present. Membership should be informed of possible bylaws changes two weeks before the final vote.

ARTICLE XII: Dissolution of the Computer Genies of NW Iowa

Upon the dissolution of the Computer Genies of NW Iowa, the society shall, after paying or making provision for the payment of all liabilities of the society, dispose of all the assets of the society to such organization or organizations organized and operated exclusively for charitable, educational, religious or scientific purposes as shall at the time qualify as an exempt organization or organizations under sections 501 (c) (3) of the Internal Revenue Code of 1986 (or the corresponding provision of any future United States Internal Revenue Law), as the members shall determine. Any such assets not so disposed of shall be disposed of by the Iowa District Court of the county in which the principal office of the society is then located, exclusively for such purposes or to such organization or organizations, as said Court shall determine, which are organized and operated exclusively for such purposes.

Standing Rules

Standing rules may be amended at any regular meeting by a majority vote.

1. The annual dues for a membership shall be $10.00.
2. Regular meetings shall begin at 1:30 p.m. (amended March 2012)
3. The society may publish a new promotional brochure in February.
4. The society’s current bank is Central Bank, Cherokee, Iowa (amended August 2011)
5. Dues for a partial year shall be pro-rated for new members.
January - March $10
April - June $7.50
July - September $5.00
October - December $2.50
6. Each visitor may be given a “visitor’s package” by the executive board, which may include a club brochure, a program booklet, a recent newsletter and/or other society information.
7. Members who have not paid their dues by the May meeting will be given reminder notices. Members who have not paid their dues by the August meeting will be removed from the membership list. [amended October 6, 2007 and August 2011].
8. Members who wish to have their newsletters and meeting notices printed and mailed will be charged a fee of $5.00 per year. The newsletter editor is responsible for the newsletters being printed and sent.
9. Two meetings shall be in Le Mars and two meetings at various towns in northwest Iowa [adopted July 2006 and amended August 2011).
10. The club, or the executive board in the interest of time, may decide to send a card to members on the occasion of a member’s life event such as a hospitalization, serious illness, anniversary, birthday, special honor, wedding or other important occasion. The club, or the executive board, may decide to send a sympathy card to the bereaved family of a member who passes away. However, any flowers, money, gifts, memorials and other expressions of affection or sympathy shall come from the individual members and not the club as a whole. [adopted April 7, 2007]
11. Every year, all newly-elected officers shall sign an agreement that they have read and accepted the Computer Genies’ Conflict of Interest Policy. This shall be done following the annual election in November. These annual signature papers shall be kept by the treasurer for each year since the policy was passed in 2011. (Adopted Nov. 16, 2011)
12. To maintain our non-profit status, the Computer Genies have not in the past, are not currently, nor will in the future engage in fund-raising of any kind. (Adopted Nov. 16, 2011)
13. The treasurer shall be responsible for maintaining the 3-ring binder containing all founding documents and all documents related to our non-profit status. The current treasurer shall pass this binder on to the next treasurer. The president shall keep a binder of COPIES of said documents and pass this binder on to the next president. (Adopted Nov. 16, 2011)
14. The treasurer shall be responsible for filing the on-line e-postcard to the I.R.S. between February and the deadline of May 15th each year. The treasurer shall also keep all returned e-postcard confirmations from the IRS in said binder. (Adopted Nov. 16, 2011)