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BY-LAWS
TEXAS RESEARCH RAMBLERS GENEALOGICAL SOCIETY
BRYAN/COLLEGE STATION, TEXAS

ARTICLE I
Name


The name of the Society will be Texas Research Ramblers Genealogical Society.

ARTICLE II
Purposes and Objectives

. To study and share genealogical information
. To educate members in genealogical research techniques
. To research and prepare local history for publication and dissemination
. To encourage visitation to various research facilities and workshops on a regular basis
. To support the Carnegie Center of Brazos Valley History
. To unite with members of this Society in the bonds of fellowship and mutual understanding

ARTICLE III
Membership

Membership in this Society will be open to those who are interested in furthering their knowledge of genealogical research procedures and documenting their family history.


ARTICLE IV
Officers


Section 1. The elected officers of the Society will be
(1) President, (2) Vice-President, (3) Recording Secretary, (4) Treasurer and (5) Corresponding Secretary.

Section 2. A Nominating Committee of three people will be appointed in May by the President with the approval of the Executive Board. It will be the duty of this committee to nominate candidates for the offices to be filled. The slate of nominees will be presented at the June meeting. Election of officers will be held at the July meeting.

Section 3.

a. Officers of the Society will serve a two year term, September 1 through August 31.**

b. The President and Corresponding Secretary will serve a two year term commencing with the election of officers.

c. The Vice-President and Recording Secretary will serve a one year term for the period September 1 through August 31

d. The Vice-President and Recording Secretary will serve a two year term commencing with the
the election of officers. The Treasurer will serve a three year term commencing with the election of officers.

e. An officer may serve no more than three consecutive terms in the same office.

Section 4. Nominations may be made from the floor.

Section 5. Officers will be elected by a simple majority.

Section 6. In the event an elected office becomes vacant, the Executive Board will appoint a replacement for the remainder of the term.

Section 7. The duties of the elected officers will be defined in the Policies and Procedures

**revised Article IV - Section 3, March 28, 2007 regarding terms of officers.


ARTICLE V
Meetings


The Society will meet regularly at a time and place recommended by the Executive Board and approved by the membership.

ARTICLE VI
Committees

Section 1. Executive Board
A. The Executive Board will consist of the Elected Officers.

B. The Executive Board will have general supervision of the affairs of the Society between its regular meetings. Action taken by the Board will be presented to the membership for their approval/information.

Section 2. Committee chairs will be appointed by the President to carry out the purposes and objectives of the Society. The duties of the committee will be defined in the Policies and Procedure.

ARTICLE VII
Dues


Section 1. Each member will pay annual dues, the amount of which will be recommended by the Executive Board and voted on by the membership.
Section 2. Dues are payable in advance for the year beginning September 1.
Section 3. Members joining between September 1 and end of February will pay the full annual dues. Members joining between March 1 and August 31 will pay one half of the annual dues.


–Article VII amended on July 30, 2003

ARTICLE VIII
Quorum


The members present and voting at any regular or Executive Board meeting of the Society will constitute a quorum provided it is a stated meeting or one that the membership has been notified of in writing at least 30 days prior to the meeting.

ARTICLE IX
Parliamentary Authority


The rules contained in the current edition of Robert’s Rules of Order Newly Revised will govern the Society in any matter not provided for in these By-Laws.

ARTICLE X
Dissolution of the Society


Section 1. Upon approval of a majority of the Executive Board, a resolution to dissolve the Society will be presented to the membership at a regular or properly called meeting. If approved by a majority of the members present and voting, the Society will be dissolved.

Section 2. Upon dissolution, no part of the Society’s funds or property will be distributed to or among the members or any individual. After payment of all indebtedness of the organization, the surplus funds and properties will be transferred to the Carnegie Center of Brazos Valley History.

ARTICLE XI
Amendment of By-Laws

These By-Laws may be amended at any regular meeting of the Society by a two-thirds vote of those present and voting, provided a statement of the proposed change or changes has been provided to members in writing at least 30 days before the regular meeting

-Initial By-Laws were Adopted in June, 2003; revised Article II & VII, July 30, 2003; By-Law revisions were presented to members & changes in wording were approved & accepted as revised on August 25, 2004; **revised Article IV - Section 3, March 28, 2007 regarding terms of officers.

POLICIES AND PROCEDURES
TEXAS RESEARCH RAMBLERS GENEALOGICAL SOCIETY

Duties of Elected Officers

President--The President will preside at all Society and Executive Board meetings, appoint all committee chairs and carry out the instructions of the Executive Board and membership. The President will be an ex-officio member of all committees with the exception of the Nominating Committee.

Vice-President--The Vice-President will, in the absence or inability of the President to serve, perform the duties of the President. The Vice-President will be the Chair of the Program Committee and discharge other duties as requested by the President.

Recording Secretary— The Recording Secretary will keep a record of Society and Executive Board proceedings and send a copy of the minutes of the regular meeting to all members.

Corresponding Secretary— The Corresponding Secretary will receive all incoming mail for the Society and prepare appropriate responses to correspondence. In addition, the secretary will distribute mail to the appropriate officer or committee chair and maintain a control system for checking out publications.

Treasurer--The Treasurer will have custody of all funds of the Society and deposit them in an insured financial institution, receive and disburse funds using receipt and expense vouchers, reconcile monthly bank statements, give an itemized report of receipts and disbursements at regular meetings, send out notice of annual dues, keep an accurate list of members in good standing and update the Mail Server list, prepare an itemized annual report of receipts and disbursements, give copies of reports to the President and Recording Secretary and provide appropriate records to the Audit Committee.

DUTIES OF COMMITTEES
Standing

Communications--The Communications Committee will notify Society members of meetings and other matters of general interest to the Society and coordinate matters pertaining to Mail Server.

Education--The Education Committee will develop activities which will provide opportunities for Society members to increase their knowledge and skills in genealogical research.

Membership--The Membership Committee will be responsible for welcoming visitors and integrating new members into the Society. They will also arrange for a memorial to be given to the Carnegie Center of Brazos Valley History in memory of a deceased active member of the Society.

Program--The Program Committee will, in co-ordination with the Education Committee, arrange for programs related to the Purposes and Objectives of the Society which will be presented at the regular meeting.

Publications--The Publications Committee will be responsible for the preparation and distribution of the Texas Research Ramblers Genealogical Society Newsletter and the Society Membership Directory.

Publicity--The Publicity Committee will be responsible for disseminating information to news sources concerning the activities of the Society.

Research--The Research Committee will develop and carry out research activities that pertain to Brazos County and prepare a report of its work. It will also be responsible for providing a query service for people seeking information on Brazos County.

Social--The Social Committee will schedule social activities for the Society.

Travel--The Travel Committee will arrange trips to selected genealogical research centers and coordinate transportation and lodging, if necessary, for these trips.


Special Committees


Archive--The Archive Committee will maintain historical records and memorabilia of the Society. In August, they will prepare a summary of the Society's activities during the preceeding year.

Audit--The Audit Committee will conduct an audit of the Treasurer’s accounts at the end of the fiscal year and submit a written report at the October meeting.

Nominating--The Nominating Committee will consist of three people appointed by the President with the approval of the Executive Board. The dates for appointment, reporting nominees and election are enumerated in Article IV of the By-Laws.


*Seminar-The Seminar Committee will develop plans and make all arrangements for seminars sponsored by the society.

*Such other committees, standing or special, shall be appointed by the President as deemed necessary to carry on the work of the Society. Committee Chairs are responsible for developing a plan which will detail how the Committee will carry out the responsibilities. Please should be submitted to the Executive Board by November 1.

*Note: These items were added in the revision of Policies and Procedures - September 28, 2004.

 

Administrative Policies

Dues - Effective September 1, 2005, the annual dues of the Society are $20.00 per individual and $35.00 per couple. Members joining after January 31 will pay half price. Adopted at the regular meeting on March 30, 2005.

Memorials - In the event of a member’s death, the Society will send a memorial of $50.00 to the Friends of the Carnegie Library in memory of the deceased member. Adopted at the Executive Board meeting on October 25, 2004.

Budget - Each Committee should submit their budget for the year to the Executive Board prior to the September meeting. The Executive Board will submit the Annual Budget to the Society for their approval. Expenditures which exceed the approved Budget by over $25.00 should be approved by the Executive Board. Adopted at the Executive Board meeting, Fall of 2005.

Contact Persons - Individuals who are listed on banking, postal and comptroller documents will be changed as required when directed by the Executive Board. Adopted at the Executive Board meeting on August 16, 2005.

Copyright ©  2005- by Texas Research Ramblers Genealogical Society, Inc. This information may be used by libraries, genealogical & historical societies and individuals for their own personal use,however, commercial use of this information is strictly prohibited without prior written permission. If copied, this copyright notice must appear with the information.

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