[google-site-verification=BUAlvMnZmaWmFqYUikfKRXtYJYxId8l6lrVnALp5aG0] By-Laws | HALIFAx GENEALOGICAL SOCIETY | Linda Vivian


Halifax Genealogical Society
Ormond Beach, Volusia County, Florida


Article I – NAME

The name of this organization shall be the HALIFAX GENEALOGICAL SOCIETY of Ormond Beach, Volusia County, Florida, hereinafter referred to as the Society.

Article II – PURPOSE

The purpose of this Society shall be to stimulate and promote interest in genealogical and historical research; to provide education in the use of efficient and accurate research; to champion ethical standards and to discourage and oppose incompetent and disreputable research practices and researchers; to foster careful documentation and otherwise promote scholarly writing; to collect, preserve, and disseminate knowledge and information about genealogical and related historical, biographical and heraldic data.


Section 1. This Society shall be a nonprofit organization. The funds of this Society shall not accrue to any member except for actual and authorized expenditures on behalf of the Society.


Section 1. The affairs of the Society shall be managed by the Board of Directors, hereinafter known as the Board.

Section 2. The Board shall consist of the elected officers of the Society, the immediate Past President, if a member in good standing, and Directors as officers deem necessary.

Section 3. The Board shall set place, date, and time of meetings; authorize the organization of committees; fill vacancies in all unexpired terms of Officers and Directors until the next regular election; approve the system of keeping records; arrange for an audit of those records; and manage any other business related to the purposes of the Society.

Section 4. Committee Chairpersons shall be appointed by the President with Board approval or as provided by these Bylaws.

Section 5. A quorum of the Board shall consist of a majority of Board members.

Section 6. The Board shall have the authority, at their discretion, to accept contributions and donations of materials or money from organizations and individuals on behalf of the Society.

Section 7. The Board shall have the right to extend reasonable honors for service to the Society.

Article V – OFFICERS

Section 1. The Officers of the Society shall be elected from the membership and shall be: President, Vice-President, Treasurer, Recording Secretary, Corresponding Secretary, Archivist and Directors.

Section 2. The term of office shall be two years. No one person shall serve more than two consecutive terms in one office, with the exception of Archivist, Treasurer, and two Directors.

Section 3. President will appoint a Nominating Committee chairperson who will select a committee, at least half of whom are not Board members. This shall be done in September of each election year. The Nominating Committee, with Board approval, shall submit the name of at least one nominee, with his or her consent, for each elective office at the October meeting. Additional nominations may be made from the floor at the November meeting. Officers and Directors shall be elected at the meeting in November by a majority vote of the members present from the nominated slate plus accepted nominations from the floor. Installation shall be at the following regular meeting in December.


Section 1. It shall be the duty of the President to preside at all meetings of the Society and of the Board of Directors; to call special meetings of the Society and the Board and Committees, except the Nominating Committee; to appoint all Committee Chairpersons not otherwise provided for; to be an ex-officio member of all committees except the nominating committee; to co-sign certain checks; and to perform all other duties which are connected with the office of President.

Section 2. The Vice-President, in the absence of the President, shall perform the duties and assume the responsibilities of the President. The Vice-President shall discharge such other duties as may be requested by the President of the Society.

Section 3. The Treasurer shall receive and be responsible for all dues and other funds received by the Society; keep accurate records; deposit Society funds in a bank or other financial institution approved by the Board in the name of the Society; pay bills and make purchases in accordance with procedures approved by the Board; prepare accurate and detailed financial reports for each meeting with a copy for the recording secretary. The Treasurer’s accounts shall be audited at the closing of each fiscal year. The Treasurer shall maintain a roll of current members noting date of dues paid, issuing membership cards to members, and notifying members whose dues are in arrears. The Treasurer shall provide the Archivist financial and membership records as appropriate.

Section 4. The Recording Secretary shall keep a minute book of the proceedings of the Society and Board, maintaining separate files of these minutes along with a copy of the Treasurer’s report; provide copies of all minutes to members of the Board at each meeting; and deliver a copy of approved minutes to the Archivist at the end of the fiscal year. The Recording Secretary also shall keep a current list of all Committees and appointments, making sure officers elected and committee chairpersons are notified of their positions.

Section 5. The Corresponding Secretary shall conduct and maintain the correspondence of the Society and deliver to the Archivist copies as directed by the Board.

Section 6. The Archivist shall be custodian of all noncurrent files, documents and property of the Society as directed by the Board.

Section 7. All officers shall formally deliver to their successors, within three weeks after replacement, all records and property of their Society office in their custody.


Section 1. The Society’s regular meetings, unless otherwise ordered by the Board, shall be on the second Thursday of each month, September through May inclusive.

Section 2. The Board of Directors shall meet monthly and at other times at the call of the President.

Section 3. Special meetings of the membership may be called either by the President or by a majority of the Board provided notice of the Special Meeting is given to all members at least two weeks before the meeting.

Section 4. Voting on routine matters will be by voice vote or show of hands. No proxy voting shall be allowed. A simple majority is required for the passage of any motion.

Section 5. The current edition of Robert’s Rules of Order shall be the parliamentary authority to be followed for matters not covered by these Bylaws.


Section 1. Membership in the Society shall be open to any and all persons who subscribe to the purpose of the Society, pay current dues, and abide by the Bylaws.


Section 1. The fiscal year of the Society shall begin January 1st.

Section 2. Dues are payable before January 1st of each year. Failure to pay annual dues by January 31st terminates membership in this Society. Any membership so terminated may be reinstated in the same calendar year by payment of delinquent dues.

Section 3. The annual dues may be changed by vote of the membership at a regular meeting and will take effect the following January.

Section 4. Each new member and each renewing member will be provided with a membership card for the current fiscal year, signed by the Treasurer, upon payment of dues.


Section 1. Standing and Ad Hoc Committees shall be appointed by the President with approval from the Board. Standing Committees are, but not limited to, Program, Publicity, Publications, and Education.

Section 2. All Standing Committee chairpersons shall formally deliver to their successors within three weeks after replacement all records and property of the Society in their custody.


Section 1. Society purpose-related publications may be published at the discretion of the Board.


Section 1. These Bylaws shall become effective immediately upon acceptance by a vote of the majority of the members of the Society present and voting at a regular meeting, after having been duly notified of the contents at least fifteen (15) days prior to such meeting.


Section 1. Proposed amendments will have prior review by a Bylaws Committee and the Board.

Section 2. The Board shall deliver the proposed amendment(s) to all members at least thirty days before the meeting at which the proposed amendments will be voted upon.

Section 3. Amendments to these Bylaws shall become effective immediately upon acceptance by a majority vote of the members present at any regular or special membership meeting.


Section 1. The Society may be dissolved at any regular or special meeting by a two-thirds vote of the members present, provided the members are given thirty days notice for meeting at which the motion to dissolve is to be presented.

Section 2. In the event of dissolution, the residual assets of the organization will be turned over to another Genealogical Society in Volusia County at the discretion of the last Board.

Certification: We, the undersigned, hereby certify that these Bylaws were revised and approved by the required voters at the regular meeting of the Society on February 12, 2015.

Linda Vivian, President

Clyde Stickney, Parliamentarian

HGS 2013