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Nanaimo Harbour

NANAIMO FAMILY HISTORY SOCIETY

CONSTITUTION

  1. The name of the organization shall be the Nanaimo Family History Society (hereinafter referred to as the Society).

  2. The purposes are:

a. To further the study of genealogy and family history in the various areas of interest to members.

b. To collect and preserve materials relevant to genealogical research with special emphasis on local sources.

  1. The activities of the Society shall be carried on without gain for its members and any profits to the Society shall be used for promoting its purposes.

  2. In the event of winding up or dissolution of the Society, any funds and/or holdings of the Society remaining after payment of any debts shall be given or transferred to an organization concerned with the same purposes as this Society, as may be determined by a motion of 51% of the general membership.

  3. Clauses (3), (4) and (5) of this Constitution are unalterable.

  4. The Society holds copyright to all original material generated through research conducted under the direction of the Society. THIS PROVISION IS UNALTERABLE.

As Approved, February 20, 2008 by Registrar of Companies, Province of British Columbia

 


NANAIMO FAMILY HISTORY SOCIETY

BYLAWS

 

CONTENTS

ARTICLE 1. MEMBERSHIP

  1. Anyone may apply to become a member of the NFHS by completing the application form and paying the annual dues.  Membership in the NFHS shall be individual, senior, family, student, and honourary.

  2. A senior member is defined as one who has reached the age of 65 years or more.  A family member is defined as any second member of a family who resides at the same address as another member.  A student member is defined as any person who is attending school or full time further education and under the age of 25.  Honorary membership may be awarded to individual members for outstanding service to the NFHS.  Honourary members shall have all the privileges of members and shall be exempt from payment of dues.  The Executive Committee shall confer or revoke honourary membership by a majority vote.  Membership in any of the above categories shall be entitled to vote at general meetings and the Annual General Meeting (AGM).

  3. Any individual member in good standing is entitled to:

  1.  Attend and vote at general meetings of the NFHS;

  2. Stand for election to the Executive Committee;

  3. Be appointed to various responsibilities as required by the Executive Committee;

  4.    Have free access to the library and research material;

  5. Receive a copy of the quarterly newsletter;

  6. Attend any scheduled Executive Meeting.

  1.  Membership term is from January 1 to December 31 of each year and dues shall be payable by January 1.

  2. A member shall be in good standing when they have paid their current dues. A member shall not be in good standing when they have not paid the current dues before the AGM.
  3. A person shall cease to be a member of the NFHS by presenting their resignation in writing to the Secretary; on their death; on being expelled; or having failed to pay dues before the AGM.  

    

ARTICLE 2. THE EXECUTIVE COMMITTEE

  1. The Executive Committee of the NFHS shall be elected by the eligible members present at the Annual General Meeting. Following the elections, the Executive Committee, so elected, shall meet and shall decide who is to hold amongst themselves, the positions of President, 1st. Vice President, 2nd Vice President, Secretary, Treasurer, Librarian, Membership Director, and Library Administrator.
  2. A meeting of both the old and new Executive Committees shall be held, prior to the next monthly general meeting of the NFHS following election, for orientation and exchange of records and supplies.
  3. The Executive Committee of the NFHS shall be the President, 1st. Vice President, 2nd Vice President, Secretary, Treasurer, Past President, Librarian, Membership Director, and Library Administrator.
  4. The Executive Committee shall serve for 1 year or until the next annual election.
  5. The Executive Committee shall have the right to refuse to admit any person or institution to, or expel any member from membership, if found to have misappropriated funds, or because of unethical practice in genealogy, or wilful violation of any rule of the NFHS.
  6. Any member of the Executive Committee who is absent from 2 consecutive Executive Committee meetings may be required to furnish an adequate explanation for their absence, failing which the President shall declare the position vacant.
  7. Any vacancy on the Executive Committee may be filled by appointment for the unexpired term. Any such appointment would be agreed upon by a majority of the Executive Committee.

ARTICLE 3. DUTIES OF THE EXECUTIVE COMMITTEE

PRESIDENT - shall, preside at all meeting of the NFHS; exercise general supervision over the Committees and affairs of the NFHS; co-sign cheques for approved expenditures; be an ex-officio member of all committees, except the Nominating Committee; and prepare a report to be presented at the Annual General Meeting. The President may appoint the Chair of each Committee except the Nominating Committee, with the approval of the Executive Committee.

1st. VICE PRESIDENT - shall, in the absence of the President, act in the President’s place; assume the duties of the President should the President be unable to complete his/her term, and assume the duties as determined by the Executive Committee. Cosign cheques for approved expenditures. The 1st. Vice President may supervise Committees assigned by the Executive Committee, and shall prepare a brief Committee Report to be read at the Annual General Meeting.

2nd. VICE PRESIDENT - shall, in the absence of the 1st. Vice President, act in the 1st. Vice President’s place; assume the duties of the 1st. Vice President should the 1st. Vice President be unable to complete his/her term. The 2nd. Vice President may supervise Committees assigned by the Executive Committee, and shall prepare a brief Committee Report to be read at the Annual General Meeting.

SECRETARY - shall, keep minutes of the Annual General Meeting and all Executive Committee meetings, including a motion book; read, post or circulate minutes as required, prepare an agenda for each Executive Committee meeting, forward a copy of the Executive Committee minutes to all members of the Executive Committee before the next General meeting. Conduct the general correspondence of the NFHS; keep and maintain all records and document of the NFHS except those assigned to others; at year-end, file all correspondence and Committee reports in the NFHS record file. Supervise the pick up and distribution of the incoming mail. Prepare the Notice of the Annual General Meeting for publication in the newsletter; and keep a copy of the bylaws and a record of the standing rules in the Minutes book. Read the minutes of the previous Annual General Meeting at the Annual General Meeting.

TREASURER - shall, receive all monies collected and arrange all payments due by the NFHS; keep and maintain a record of all receipts and expenditures; have available at all times a record of the financial status of the NFHS. Co-sign cheques with any one of the President or the 1st Vice President, in the presence of each other. Present a financial report at each Executive Committee meeting. Present a full financial statement for the year at the Annual General Meeting. Prepare an Annual budget in consultation with the Executive Committee, and book all meeting rooms. Issue tax receipts for all donations ensuring the donation is properly valued if it is other than cash. Ensure that all required governmental documents be filed with the appropriate authority in a timely manner.

PAST PRESIDENT - shall, automatically assume the duties of Chair of the Nominating Committee. The Past President may supervise Committees assigned by the Executive Committee.

LIBRARIAN - shall, with the approval of the Executive Committee, be responsible for the purchasing of books, magazines, documents, micro fiche, micro film, and CD’s and submit all invoices and receipts to the Treasurer for payment. Ensure all new acquisitions for the library are correctly labelled and placed on the shelves in a timely manner. Keep up to date records of all inventories in the Library in a Catalogue and produce such Catalogue in printed form and on the NFHS library computer, so that it is available to the membership and the public at large. Keep an accession list; be familiar with the general contents of the library. Set up a system to provide for books to be checked out by members of the NFHS. Instruct the library staff volunteers in the correct shelving procedures and in the collection of overdue fines. As needed replace or discard books with the approval of the Executive Committee. Make recommendations to the Executive Committee on library policy, regarding library hours, borrowing and overdue fines. Prepare a report for publication in the Quarterly Newsletter and maintain all research material generated by the NFHS. Present a report at each Executive Committee Meeting and the Annual General Meeting.

MEMBERSHIP DIRECTOR - shall, maintain a list of paid up members of the NFHS; including their address, telephone numbers, and email address. Collect annual dues and issue receipts to paidup members. Submit all monies collected to the Treasurer for deposit noting the member’s name and amount collected. Prepare a package of information to be given to all new members joining the NFHS. Produce a nametag for each member and ensure the nametags are available at each monthly meeting of the NFHS. Prepare the mailing labels for each Quarterly Newsletter. Present a report at each Executive Committee Meeting and the Annual General Meeting.

LIBRARY ADMINISTRATOR - shall, be responsible for the purchasing of all necessary supplies for the efficient operation of the library and for keeping the library clean and attractive, this includes disposal of waste that may accumulate. Make recommendations to the Executive Committee for approval when changes are required to the following; internet online connections, operating equipment such as computers, printers, film readers, and shelving that will enhance the library of the NFHS. All operating equipment items listed require the approval of the Executive Committee before items are purchased.

ARTICLE 4. COMMITTEES
  1. The President may appoint the Chair of each committee, except the Nominating Committee and may establish or discontinue committees.
  2. The Chair of a Standing Committee shall serve for 1 year or until the next Annual General Meeting.
  3. Committee Chair’s shall, at the request of the President, attend an Executive Committee meeting.
  4. There shall be the following committees: Communication, Fund Raising, Historical, Membership, Nominating, Research, Social, Training, and other committee’s that may be requested by the Executive Committee from time to time.
  5. Committee Chair’s may select committee members, subject to the approval of the Executive Committee
  6. Committee Chair’s shall prepare an outline of proposed expenditures for the use of the Executive Committee in preparing the annual budget.
  7. Each Committee Chair shall prepare a brief report for the Annual General Meeting, which will be published in the Quarterly Newsletter.
  8. Committee Chair’s are responsible for forwarding reports to the Executive Committee along with all receipts for purchases to the Treasurer.
  9. The President is ex-officio member of all committees, except the Nominating Committee.
  10. The Communications Committee shall be responsible for the following:
  1. Publish the Quarterly Newsletter

NEWSLETTER EDITOR – shall, be responsible for editing and publishing a quarterly newsletter in the most cost-effective manner. Each publication must contain the address of the NFHS; the dates of publication; a president’s report, a library report, a list of new members, queries, genealogical articles of interest, and the names and positions of the Executive Committee. Publish the Notice of the Annual General Meeting in the issue before the Meeting. Present all invoices and receipts to the Treasurer for payment. Present a report at the Executive Committee meetings and the Annual General Meeting. Is responsible to ensure distribution to the membership and exchange Societies takes place either at a General Meeting or by mail. Keep and file at least one copy of the newsletter in the NFHS library.

  1. Construct and maintain a web-site for the NFHS.

WEB MASTER - The Webmaster is responsible to construct and keep up-to-date the Web pages of the NFHS assuring all information posted is accurate and available to the public at large. Items to be included are; Constitution and Bylaws, Names and Addresses of the Executive Committee, Events, Membership, Library, Publications, Projects, Obituaries, History of the NFHS, Links of a genealogical nature, other items that may arise.

  1. Notification to the NFHS membership of upcoming events or items of interest via email.

EMAIL MONITOR – The email Monitor is responsible to check the NFHS incoming email and distribute as appropriate. In addition the email Monitor shall keep an up-to-date listing of the NFHS members and send email notices of meetings along with other information that may arise.

  1. General Meeting guest speaker and notification to all news media of upcoming NFHS events.

PROGRAM ADMINISTRATOR – The Program Administrator is responsible for arranging the Monthly General Meeting guest speaker and for ensuring all local news media newspapers and community events section of the cable TV station are advised, in a timely manner, of the upcoming events of the NFHS.

  1. The Historical Committee shall be responsible for the following:
  1. History of the NFHS – This written account is to be kept by the NFHS Historian and filed at the NFHS library. All additions are to be added to the information filed at the library.
  2. Newspaper and Photograph Archive – This record is to be kept by the NFHS Archivist and filed at the NFHS library. All additions are to be added to the information filed at the library.
  1. The Membership Committee, under the direction of the Membership Director shall keep and distribute an up-to-date membership list to the Executive Committee; maintain the nametags; assign one Membership number per household, in consecutive order, to new members; maintain and distribute application forms and new member kits; collect membership dues; notify members who are in arrears that benefits of membership shall be lost if current dues are not paid by January 1. The Membership Committee shall have a phoning committee to assist with notification of all upcoming meetings and special events.
  2. The Nominating Committee shall consist of the immediate Past President as Chair and two other members in good standing; the Chair is responsible to prepare a slate of nominations for elective offices which shall be submitted in writing to the Executive Committee and announced to individual members at least 14 days before the Annual General Meeting.
  3. The Fund Raising Committee shall be responsible for the following:
  1. Co-ordination of the Bingo Volunteers so our commitment to the B. C. Gaming Authority is fulfilled.
  2. Co-ordinate a Bazaar by the collecting of items for sale, pricing of said items, ensuring volunteers are available, and that all proceeds are turned over to the Treasurer of the NFHS for deposit.
  1. The Training Committee shall be responsible for ensuring genealogy training is provided for new members on an annual basis plus other related genealogy training that may be requested or required from time-to-time. This includes the acquiring of speakers and facilities. The Training Committee Chair will recommend to the Executive Committee topics to be covered, dates, places, and fees to be charged.
  2. The Research Committee shall be responsible for the following:
  1. Recording of tombstone inscriptions
  2. Indexing of vital statistics from local newspapers
  3. Indexing of the Ship Passenger List
  4. Other projects as requested by the Executive Committee

It is the responsibility of the Committee Chair to ensure all information gathered is filed with the Librarian for placement in the library.

  1. The Social Committee shall provide refreshments, sell coffee and tea at the monthly General Meetings; purchase the supplies required and submit all receipts to the Treasurer for payment.
  2. No member shall hold more than one office on the Executive Committee or Standing Committees of the NFHS, except as provided in Article #2 (7).

ARTICLE 5. MEETINGS

  1. The Annual General Meeting shall be held in the month of February each year to present the financial results and to elect the Executive Committee. The Executive Committee shall decide the time and place. A quorum shall be 10 members in good standing.
  2. Notice of the Annual General Meeting shall be given to members at least 7 days before the meeting.
  3. The Nominating Committee may prepare a slate of nominations for elective positions, which shall be submitted in writing to the Executive Committee and announced at least 14 days before the Annual General Meeting.
  4. Nominations may also be made from the floor of the Annual General Meeting.
  5. Volunteers for Committee Chair’s may also be accepted at the Annual General Meeting
  6. Special meetings may be called at any time by the Executive Committee or upon the request in writing of 10% of the members in good standing, providing 14 days notice of the meeting is circulated to each member specifying the purpose of the meeting.
  7. No fewer than 8 General Meetings of the NFHS shall be held during the membership year.
  8. No fewer than 5 Executive Committee meetings shall be held during the membership year.
  9. The President or any 2 other members of the Executive Committee may convene a meeting of the Executive Committee as often as necessary to fulfill the purpose of the Executive Committee.
  10. Each member of the Executive Committee is entitled to one (1) vote at meetings of the Executive Committee. Voting by proxy is not allowed.
  11. Members who have paid current dues may vote at General or Special Meetings. Voting by proxy is not allowed.
  12. Visitors may attend one (1) NFHS General Meeting without obligation.

ARTICLE 6. QUORUMS

  1. A quorum at the Annual General Meeting, General and Special Meetings of the NFHS shall be 10 eligible members.
  2. A quorum at meetings of the Executive Committee shall be Five (5) members of the Executive Committee, including at least one of either the President, 1st. Vice President, or 2nd. Vice President must be included in the five- (5) members.

ARTICLE 7. FINANCES

  1. The Executive Committee shall function as the Financial Committee in control of monies belonging to the NFHS.
  2. No money shall be spent without previous approval by a majority vote of the eligible members present at an Executive Committee meeting.
  3. The signing officers of the NFHS shall be any two of the Treasurer, the President, or the 1st. Vice President.
  4. The fiscal year shall be from January 1 to December 31.
  5. The rate of annual dues for the coming year for the various classes of membership shall be approved at any General Meeting of the NFHS by a majority vote of the eligible members present on the recommendation of the Executive Committee
  6. Dues shall be payable by January 1.
  7. Members in arrears shall lose the benefits of membership if current dues are not paid by January 31.
  8. Dues for new members joining after July 1 shall be one-half the full amount.

  9. An Auditor appointed by the Executive Committee shall audit the financial records of the NFHS at the end of each fiscal year.

ARTICLE 8. RECIPROCAL AGREEMENTS

  1. The Executive Committee may enter into a reciprocal agreement with other Genealogy Clubs or Societies on Vancouver Island to allow their members access to the Library and General Meetings of the NFHS without charge.
  2. Members from other Genealogy Clubs or Societies may not vote at General Meetings or the AGM of the NFHS.
  3. All charges for Library services that are applicable to members of the NFHS will apply to all those using the Library of the NFHS.

ARTICLE 9. BYLAWS AND STANDING RULES

  1. The members shall adopt, amend or repeal bylaws necessary to carry on the business and activities of the NFHS.
  2. Any individual member in good standing may introduce an amendment to the bylaws at any General Meeting by a special motion provided that the Notice of the motion to amend the bylaws has been given in writing to the Executive Committee at least 30 days before the meeting.
  3. The Executive Committee may establish, amend or repeal standing rules for the conduct of business not specifically provided for in these bylaws, subject to ARTICLE 9 (1).
  4. The Secretary shall keep a record of the standing rules and a copy of the bylaws in the Minutes book.
  5. No member may hold more than one Executive position unless there is a vacancy that can not be filled. If a vacancy on the Executive Committee occurs the President shall appoint a member in good standing to fulfill the outstanding term. However, the following positions are not eligible to be filled in this manner, President and 1st. Vice President. If a vacancy were to occur in either of these two positions they will be filled by automatically moving the Executive Committee members in the chairs below, thus replacing the last position vacant.
  6. The rules contained in Roberts’s Rules of Order shall govern the NFHS in all cases to which they are applicable, and when they are not inconsistent with the bylaws or the special rules of the NFHS.

END