By-Laws OF THE PUGET SOUND CHAPTER
OF THE ASSOCIATION OF PROFESSIONAL GENEALOGISTS
Approved this 12 May 2018; submitted this 15 May 2018, and approved by APG on 21 May 2018.
Article I. Name and Governing Authority
A. The name of this association organized as a nonprofit under the Statutes of the State of Utah shall be known as the Puget Sound Chapter of the Association of Professional Genealogists (PS-APG), hereinafter referred to as the Chapter.
B. The Chapter shall be governed by its own bylaws and by those of the Association of Professional Genealogists (APG), and will adhere to any changes or revisions adopted after the Chapter was accepted. The Chapter will also at all times be bound by the policies and procedures as set forth in the APG Policy Manual and APG Procedures Manual, including changes or revisions adopted after the Chapter was accepted.
C. Except as otherwise required by the bylaws, the Chapter is self-governing. The APG cannot be held legally responsible for the actions of the Chapter beyond the bylaws.
Article II. Objectives
The objectives of the Chapter shall be to:
- Promote international awareness of, and interest in, professional genealogical services,
- Promote professional standards in genealogical research, writing, and speaking,
- Engage in activities, which improve access, facilitate research, and preserve records used in the fields of genealogy and local history,
- Promote awareness of activities and/or laws which may affect genealogical and historical research,
- Educate the membership and public through publications and lectures,
- Provide support for the genealogical activities of the membership of the chapter,
- Promote awareness of the local records and resources available to genealogists in the region,
- Promote publication of local records and material on local families in the Puget Sound region, and
- Promote Chapter members and their specialties.
Article III. Membership
A. Membership in the chapter shall be limited to members in good standing of the Association of Professional Genealogists (hereafter referred to as the APG).
B. A Chapter member in good standing is one who has paid the prescribed dues for the current year (or “on or before January 1 of the current year.”)
C. Only Chapter members in good standing may vote in Chapter elections and for ballot measures, serve as Chapter Representatives or as other officers, and be listed in materials published by the Chapter.
Article IV. Officers
A. Officers shall be Chapter Representative, Treasurer, President, and Secretary and will be elected from Chapter members in good standing.
B. The Chapter is required to elect a Chapter Representative to the APG. The Chapter Representative shall be responsible for:
- Sending reports as required by APG;
- Chapter Representative shall communicate chapter activities, concerns, and questions to the Chapter Liaison of APG who will channel such communications to the appropriate entities as prescribed by the Procedure Manual and the Policy Manual; and
- Shall keep the Chapter informed of changes in policy and procedures that affect them.
C. The responsibilities of the Treasurer shall be:
- Receive Chapter dues and all monies and issue receipts for same;
- Deposit monies collected in the designated bank account;
- Be an authorized signatory on the Chapter bank account;
- Pay all bills ordered by the Chapter officers;
- Keep an accurate account of all receipts and disbursements;
- Provide financial reports to APG as required for tax I.D. compliance;
- Submit books for an audit every two years to an auditing committee or non-affiliated professional accountant; and
- Keep an accurate roster of chapter members in good standing.
D. The responsibilities of the President shall be:
- Be responsible for facilitating Chapter meetings. In the absence of the President meetings shall be facilitated in the following order Chapter Representative, Treasurer, and then Secretary;
- Be an ex-officio member of all committees except the Nominating Committee and Auditing Committee;
- Appoint all chairs/coordinators and committees except the Nominating Committee and Auditing Committee;
- Be an authorized signatory on the Chapter bank account; and
- Perform other duties as required.
E. The responsibilities of the Secretary shall be:
- Be responsible for keeping an accurate recording of the proceedings of all general membership and officer meetings;
- Send notices of all upcoming meetings to the Chapter membership; and
- May be an authorized signatory on Chapter bank accounts as necessary.
F. Terms of Office shall be for two years, with elections or appointment to no more than three full consecutive terms. Terms begin January 1 of the following year.
G. The Chapter may choose to elect additional officers if in a majority vote of membership there is found to be a need for additional positions.
Article V. Elections
A. The Chapter shall hold yearly elections of officers at a general membership meeting in October.
B. A simple majority vote of those present, either in person and/or electronically, at the general meeting, shall constitute an election.
Article VII. Meetings
A. The frequency of meetings shall be a minimum of two meetings annually.
B. The Chapter may conduct business in person or by electronic meeting.
C. Members or any committee designated by the President may participate in a Chapter meeting of such membership or committee by means of conference telephone or similar communications equipment by which all persons participating in the meeting can communicate with each other. Participation in a meeting pursuant to this section shall constitute presence at such meeting.
D. The public may attend Chapter meetings and participate in Chapter activities as non-members.
Article VI. Committees
A. Committees shall be those deemed necessary for the general administration of the Chapter and shall be established by the President.
B. The chairs/coordinators of Chapter committees shall be appointed by the Chapter President.
C. A Nominations Committee may be established. If a Nominations Committee is established, then:
- There shall be a Nominations Committee composed of three members in good standing.
- Members of this committee shall be elected no less than three months prior to the election.
- Membership in good standing in APG and the Chapter is required to be eligible for service on the Nominations Committee.
- The Nominations Committee shall notify the membership of a slate of candidates at least one month prior to the election of officers.
D. If other committees are established, then their responsibilities may be as follows:
- Webmaster shall maintain the PS-APG website working to keep it attractive and up to date, and a site for Chapter publications.
- Membership Committee shall promote membership through an organized program.
- Communications/Publications Committee shall maintain communications/publications of the Chapter ensuring distribution to the general membership. This might include newsletters, quarterlies, website presence, etc.
- Bylaws Committee shall conduct a periodic review of the Bylaws and report any recommendations to the officers.
- Projects/Activities Committee shall oversee local genealogical projects and activities.
- Historian’s Committee shall maintain a record of Chapter yearly events and activities in an organized manner.
- Other committees as needed by the Chapter.
Article VIII. Operating Procedures
A. The Chapter will conduct itself in a manner that is in keeping with the professionalism of the APG. All literature, banners, posters, letters etc. will be professional in appearance so as to maintain APG’s image as a professional organization.
B. Any literature, press releases, or other such communication intended for the general public shall be submitted to the APG Office in accordance with the APG Policies and Procedure Manuals for review by the Publications Advisory Committee.
Article IX. Finances
A. The Chapter will collect dues from its members in October for the following year. Dues are delinquent if not paid by December 31.
B. The collected dues of the Chapter shall be deposited in a bank account held in the name of the Chapter.
C. The general membership of the Chapter will establish/revise the annual dues.
Article X. Parliamentary Authority
A. The rules contained in the current edition of Robert’s Rules of Order, Newly Revised, shall govern the Chapter in all cases to which they are applicable and do not conflict with these bylaws and any special rules of order the Chapter may adopt.
B. A meeting of five (5) members shall constitute a quorum.
Article XI. Amendments
A. No amendments can be made in these bylaws without the approval of the Executive Committee of APG.
B. Amendments or revisions of these bylaws may be proposed by the Chapter members and ratified by a simple majority vote of the members present who shall have been notified of the proposed amendments two weeks prior to the vote.
C. A written proposal of the voted upon amendment shall be sent by the Chapter Representative to the Chapter Liaison for review and approval by the APG Executive Committee.
Article XII. Deactivation
A. Chapters may be deactivated by the parent organization (APG) according to criteria prescribed by the Procedure Manual.
B. Chapters may request deactivation according to procedures outlined in the Procedure Manual.