Bylaws 2021

  1. Monterey County Genealogy Society, Inc.
  2. P.O. Box 8144
  3. Salinas, California 93912-8144
  • Adopted 4 January 2001
  • Amended 5 May 2005
  • Amended 5 March 2009
  • Amended 5 January 2012
  • Amended 4 February 2021


The name of this organization is Monterey County Genealogy Society, Inc., hereinafter known as the Society, a non-profit public benefit organization.


The objectives of this Society shall be:

  1. To promote an interest in genealogy for the public benefit.
  2. To encourage and instruct members in genealogical research through careful documentation and maintain quality genealogical standards.
  3. To locate, preserve and index public and private genealogical records and make such records available to members and the general public.
  4. To assist and support any genealogical library in Monterey County which is open to the public.
  5. To publish genealogical and historical information in a regular newsletter and any other publications as directed by the membership.


Section A.       Membership.  Any applicant interested in furthering the objectives of this society shall be eligible for membership upon submission of completed application form and payment of dues.  Members have the right to vote, are eligible to be elected to the Board of Directors, receive notice to meetings and activities and a reduced fee to some of these activities, and to receive the society newsletter.

Section B.       Dues.  Annual dues shall be set by the board of directors with approval of the membership at the Annual Business Meeting or a Special meeting as provided by Article XII, and payable March 1. The 2nd Vice-president shall notify members whose dues were not paid by April 1. A member’s name may be removed from the membership list if dues are not received by May 1.

Section C.       Classes of Membership and Voting Eligibility as follows

  1. All members in good standing (those whose dues are currently paid in full) may vote in Society elections. Each Individual member is entitled to one vote and each Family membership is entitled to two votes.
  2. Types of membership
    1. Individual membership
    2. Family membership
    3. Libraries and Societies
    4. International

Section D.       Fiscal Year. The fiscal year of the Society shall run from January 1 through December 31.


Section A.       Annual Business Meeting.  The Society shall hold one business meeting each year at the regular meeting in January.  The officers shall present their yearly reports and elections shall be held at the Annual Business Meeting.  Newly elected officers begin their terms of office at the close of the annual business meeting.

Section B.       Regular Meetings. Regular membership meetings of the Society shall be held monthly, with the exception of the month of July. In case of emergency, a meeting may be canceled by the Board of Directors.

Section C.       Special Meetings. Special Meetings of the Society may be called by the President, the Board of Directors, or upon written request of five percent of the members. Notice of such a meeting shall be given to each member in writing at least ten business days before the meeting. The written notice shall state the purpose of the meeting. No business other than that stated in the written notice may be conducted.

Section D.       Quorum For the Annual Business Meeting and Special Meetings.

For the purposes of conducting business and holding elections, 15 % of the active members shall constitute a quorum.

Section E         ELECTRONIC MEETINGS: Any Society meeting, including any meeting of the Members, Board of Directors, Executive Committee, or any other committee, may be held by remote communication as provided herein and shall be subject to the following provisions:

  1. The technology used for the electronic meeting shall allow attendees full access to and full participation in all meeting transactions either continuously or intermittently throughout the specified time of the meeting.
  2. The Society shall implement reasonable measures to authenticate the attendance and vote of each attendee.
  3. Participation in a remote meeting shall constitute presence for all purposes, including quorum and voting.
  4. Any action that could be taken at an in-person meeting may also be taken at a remote meeting held pursuant to this provision.
  5. Procedural rules related to the conduct of electronic meetings shall be established and promulgated by the Board of Directors.


Section A.       The Officers of the Society shall be:

  • The President
  • 1st Vice President
  • 2nd Vice President
  • Recording Secretary
  • Corresponding Secretary
  • Treasurer
  • Two Members-at-Large

Section B.       No person shall remain in office if his/her membership dues are delinquent.

Section C.       Officers will be elected at the Annual Business Meeting.

Section D.       Term of Office The officers shall be elected for a one-year term of office.

 Section E.        The President shall appoint a Parliamentarian.


Section A.       The elected officers and Board Members-at-Large shall comprise the Board of Directors of the Society.  The Board of Directors shall:

  1. Transact the business of the Society between Annual Business Meetings.
  2. Create additional committees as needed.
  3. Formulate and approve a yearly budget.
  4. Authorize disbursements.

Section B.       Any vacancy occurring on the Board of Directors, with the exception of the President, shall be filled by a majority vote of the remaining members of the Board of Directors. The person so appointed will fill the remainder of the unexpired term.

Section C.       There shall be at least eight regular meetings of the Board of Directors annually. All Board of Directors meetings shall be open to the membership. Notice of the time and place of the next Board of Directors meeting shall be published in the Newsletter.

Section D.       The quorum for the Board of Director’s meetings shall be a majority of active members of the board.

 Section E.        Elected Officers and Board Members-at-large can be terminated from their offices and the Board of Directors by a majority vote of members present at a Special Meeting called for that purpose.  Elected Officers and Board Members-at-large can be terminated from their offices and the Board of Directors for the following reasons:

  1. Failure to pay their Annual Membership Dues.
  2. Failure to perform the functions of and uphold the trust of their positions.


Section A.       The President shall:

  1. Preside at all meetings of the membership and the Board of Directors.
  2. Appoint all chairpersons and members of all committees.
  3. Sign, with the Recording Secretary, all contracts and documents.
  4. Be authorized to sign checks for approved disbursements.
  5. Receive and review monthly bank statements and then forward statements to the Treasurer.
  6. Be an ex officio member of all committees, except the Nominating Committee.

Section B.       1st Vice-President shall:

  1. Assume the duties of the President in the absence of, or at the request of, the President.
  2. Assume the duties of the President for the remaining term of office in the event of a vacancy in the office of President.
  3. Be the chairman of the Program Committee.
  4. May appoint assistants in charge of the following sub-committees:
    1. Programs Speakers for General Membership Meetings
    2. Physical Arrangements and Equipment
  5. Be authorized to sign checks for approved disbursements.
  6. Present a yearly report at the Annual Business Meeting.

Section C.       2nd Vice-President shall:

  1. In absence of the President and the 1st Vice President, or at their request, assume the duties of the President.
  2. In the event of a vacancy in the Presidency, assume the duties of the 1st Vice-President.
  3. Be Director of Membership Services and may appoint assistants in charge of the following sub-committees:
    1. Meeting Attendance Records.
    2. Name tags for members and visitors.
    3. Membership packets.
    4. Delinquent members.
  4. Maintain a current membership list of all members in good standing
  5. Provide the corresponding secretary with a current membership list for use in mailing sympathy, get well, thank you and other cards.
  6. Notify members of delinquent dues and report such delinquencies to the Board of Directors and Newsletter Editor.
  7. Actively promote membership in the Society.
  8. Present a yearly report at the Annual Business Meeting.

Section E.        Recording Secretary shall:

  1. Be the Recording Secretary of the Society and the custodian of its records except such as are specifically assigned to others.
  2. Keep a record of the proceedings of the Society and furnish the Board of Directors with copies of the minutes.
  3. Keep and have available for reference at all meetings, a copy of the Bylaws.
  4. Supply delegates of the Society with credentials.
  5. Furnish the officers and committee chairpersons with copies of all papers and books necessary for the proper performance of their respective duties, including membership lists. Preserve committee reports among the records for which he or she is responsible. Furnish the historian with copies of all minutes and committee reports.
  6. Sign with the President all contracts and documents.
  7. Be authorized to sign checks for approved disbursements.

Section F.        Corresponding Secretary shall:

  1. Assist in any Society mailings as requested.
  2. Maintain a file of Society correspondence.
  3. Be responsible for getting the Society’s mail and distributing it to the proper officers and committees within the Society.
  4. Mail sympathy, get well, thank you and other cards as appropriate.

Section G.       Treasurer shall:

  1. Be custodian of all funds of the Society.
  2. Sign checks for authorized disbursements.
  3. Make all financial records available to Board of Directors appointed auditor.
  4. Be Director of Finance and Budget.
  5. Appoint assistants in charge of, or helping with the following:
  6. Present a statement of finances at each general meeting of the Board of Directors.
  7. Present at the Annual Business Meetings a financial report covering the entire previous year.

Section H.       Member-at-Large shall:

  1. Attend Board meetings.
  2. Represent membership at Board meetings.


Section A.       The Standing Committees and Positions of the Society are:

Archivist/Historian, Auditor, Editor of the Society Newsletter, Genealogist, Publications Chairperson, Publicity Chairperson, Nominating Committee, Hospitality Committee, and             Parliamentarian.

Section B        Term of Office. Standing Committees and Positions shall be appointed by and shall serve at the pleasure of the Board of Directors. They may be removed without cause upon majority vote of the Board of Directors. Members may be reappointed for successive terms in office.

Section C.       Duties

  1. Archivist/Historian shall:
    1. Collect and preserve items of historical interest to the Society.
    2. Collect and preserve the genealogy, biography and pedigrees of members if directed by the Board.
    3. Keep the permanent issues of the Newsletter.
  2. Auditor shall:
    1. Audit the books of the Society prior the Annual Business Meeting and submit the report with the Treasurer’s Report.
  3. Editor of the Society Newsletter shall:
    1. Be responsible for publishing the official newsletter of the Society.
    2. Be responsible for collecting and receiving materials to be considered for publication in the Society Newsletter.
    3. Publish in the Society Newsletter any items specifically requested by the Board of Directors.
    4. Exchange information with other societies.
    5. Present an Annual Summary Report for the Annual Business Meeting.
  4. Genealogist shall:
    1. Conduct workshop meetings of the Society.
    2. Serve the membership of the Society, counseling members about genealogical research.
    3. Organize study groups as needed, with attendance at such meetings being limited to members of The Society.
    4. Bring items of genealogical interest to the attention of the members.
    5. Serve in an advisory capacity as needed by officers and committees.
    6. Present an Annual Report for the Annual Business Meeting.
  5. Nominating Committee shall:
    1. Nominate candidates for offices to be filled at the Annual Business Meeting. The nominations shall be accompanied by the written consent of each nominee.
    2. The committee shall have at least one Board member.
  6. Parliamentarian shall:
    1. Give procedural advice to the Presiding officer and to any member.
  7. Publications Chairperson shall:
    1. Be responsible for all incoming and outgoing publications of the Society with the exception of the newsletter.
    2. Publish all materials except the newsletter.
    3. Be responsible for publication sales.
    4. Recommend the purchase of items identified by the local genealogy library and members, and act as liaison between libraries and the Society.
    5. Present an Annual Summary Report for the Annual Business Meeting.
  8. Publicity Chairperson shall
    1. Be responsible for all publicity on behalf of the Society, including advertising for special projects such as fund-raising activities, Society seminar, etc., and work with officers and committee chairpersons.
    2. Be in charge of Society displays.
    3. Appoint assistants as necessary to perform the duties of office.
    4. Present an Annual Summary Report for the Annual Business Meeting.
    5.  Send or cause to be sent proper notices of all meetings.
    6. Notify officers, committees, delegates, and the general membership of any special meeting as necessary.
  9. Hospitality/Greeter shall:
    1. Assist Membership Chairperson in welcoming members and guests at meetings.
    2. Prepare an Annual Summary Report to be placed on file.
  10. Projects Chairperson shall:
    1. Locate, index, and preserve original genealogical records as directed by the Board of Directors.
    2. Maintain a current list of projects needing to be accomplished.
    3. Be responsible for preparation and completion of project(s) chosen by the Board of Directors.
    4. Upon completion of a project, present a copy to the Publication Chairperson.
    5. Present an Annual Summary Report for the Annual Business Meeting.
  11. National Genealogical Society (N.G.S.) Delegate shall:
    1. Represent the Society as N.G.S. Delegate at the annual N.G.S. Conference.
    2. Regularly report to the Board of Directors.


Section A.       Elections.  Elections shall be held at the Annual Business Meeting

Section B.       Nominations

  1. The Nominating Committee shall present a list of at least one nominee for each office being vacated to the Board of Directors before November and to the general membership meeting in November.
  2. Additional nominations may be made by any member in good standing from the floor at the Annual Business Meeting, provided the nominee is present and consents or has given written consent to serve if elected.

Section C.       Voting Eligibility

  1. If there is only one candidate for office, voting shall be by voice vote. If more than one candidate is running for any one office, the voting shall be by written ballot. Majority vote elects.


Upon the dissolution of the corporation, its assets remaining after payment or provision for payment, of all of the debts and liabilities of this corporation shall be distributed to:

  1. The genealogical unit of a recognized religious organization or
  2. A public library or
  3. A non-profit fund, foundation, or corporation which is organized and operated exclusively for genealogical purposes and which has established its tax-exempt status under Internal Revenue Code Section 501(c) (3).


The rules contained in the current edition of Robert’s Rules of Order, Newly Revised shall govern the Society in all cases in which they are applicable, and which are not inconsistent with these Bylaws and with any Standing Rules.


These Bylaws may be amended only at the Annual Business Meeting or at a Special Meeting called for such purpose by a two-thirds vote of those voting using the following procedures:

  1. Proposals shall be submitted in writing by any member of the Board of Directors at least thirty days prior to the Annual or Special Meeting.