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GENERAL
- Job descriptions for officers and standing committees shall be
written and submitted to the Executive Board for approval. Changes
in such job descriptions shall also need approval of the Executive
Board.
- The First Vice President shall chair the Program Committee.
- The Second Vice President shall have duties assigned by the President
of the Society.
- The Immediate Past President shall be the Executive Board’s
representative on the Nominating Committee, and shall chair that committee.
- The President shall assign specific duties to each Director.
- Chairmen of the following Standing Committees shall be members of
the Executive Board: Publicity, Education, Newsletter, Membership.
- The Nominating Committee shall submit its preliminary report to
the Executive Board for review before reporting to the membership.
- It is expected that the First Vice President shall succeed the President
in office, the Second Vice President shall become the First Vice President,
and the Assistant Treasurer shall succeed the Treasurer.
- Agenda items shall be sent to the presiding officer seven days prior
to the scheduled Executive Board Meeting date. The presiding
officer shall send an agenda for Executive Board meetings to Board
members at least four days in advance of the meeting date.
- The Recording Secretary shall mail Board meeting minutes to Board
members and Committee Chairs no later than ten days after each Board
Meeting.
- If an officer of the Society cannot attend a scheduled meeting,
he/she shall notify the President, and shall ensure that required duties
or reports are accomplished.
- When a new member joins the Society after October first, the membership
fee paid will cover the remaining three months of that year plus the
next full year.
- The Standing Rules shall be reviewed and updated at least annually. The
Immediate Past President shall see that this is accomplished by March.
- There shall be two categories of membership in the Society in addition
to a regular paid membership. An honorary lifetime membership or
an honorary one-year membership may be conferred by
the Executive Board on an individual for outstanding service to the
Society.
- Any income generated from seminars shall be earmarked for special
projects such as library materials, computer equipment, web project,
screen, etc. and not used for general operations. These monies
will be held in a separate account titled Special Projects
Funds within our Operating Fund Checking Account.
- A quorum at any meeting of the Executive Board shall consist of
a majority of the eligible voting members of the Executive Board. A
member who is both an Officer or Director and a Chairperson of a Standing
Committee shall have only a single vote and be considered one voting
member for quorum purposes. An unfilled vacancy on the Executive
Board shall not be counted for quorum purposes.
- For purposes of voting, a Family Membership is entitled to one (1)
vote. Whether it is a Single membership or a Family membership,
it shall have one (1) vote.
- All LCGS Committees other than Standing Committees will be defined
as Ad Hoc Committees and shall be appointed by the LCGS Executive Board. The
Executive Board shall:
• |
Identify the Ad Hoc Committee’s goal and set a time limit
for completion. |
• |
Approve a budget for each Ad Hoc Committee and define covered expenses |
• |
Receive a final written report from the Ad Hoc Committee defining
the Committee’s recommendations. |
• |
Dissolve the Committee upon the completion of the task or the time
limit that was set. |
- The presiding officer of the Society may call a special e-mail meeting when there is emergency business that must be conducted before the next regular Executive Board meeting. The e-mail meeting shall be conducted in accordance with parliamentary procedure. A paper copy of the Board’s action shall be kept. Minutes of the e-mail meeting shall be subject to approval at the Executive Board meeting following the e-mail vote and shall be filed in the Recording Secretary’s notebook.
FINANCIAL
- The Treasurer shall have the responsibility for coordinating, preparing,
and presenting the annual budget to the Executive Board for approval
no later than the December Executive Board meeting.
- The following expenses shall be included in the budget and paid promptly when due:
a. |
The annual fee required by the Internal Revenue Service
to maintain the Society’s 501(c)(3) status. |
b. |
Annual dues to maintain Society membership in the Federation
of Genealogical Societies and the Florida State Genealogical Society. |
c. |
The annual rent for the Society Post Office Box. |
d. |
The annual rent for the Society Safety Deposit Box. |
- The sum of $600.00 shall be budgeted annually for purchase of genealogical
materials to be donated to the Fort Myers-Lee County Library.
- The Executive Board shall arrange for the auditing of the Treasurer’s accounts annually.
- Executive Board members may spend a maximum of $100.00 on items necessary to their duties without prior permission from the Board. They shall submit such expenditures on an LCGS Reimbursement Form, accompanied by required receipts.
- Regular budgeted items already approved by the Executive Board shall be paid without further Board approval after they are submitted on an LCGS Reimbursement Form and accompanied by required receipts.
- Approved expenses shall be reimbursed within ten days after they are submitted on an LCGS Reimbursement Form and accompanied by required receipts.
- Executive Board members, Committee Chair, and Society members with
prior approval of Committee Chairs, shall be reimbursed at the rate
of $.10 per copy for necessary Society copying done on their personal
copiers. An LCGS reimbursement form shall be submitted to the
Treasurer for this purpose.
- The Executive Board shall execute an annual agreement with the Wesley Memorial United Methodist Church for use of the Fellowship Hall.
- A copy of “LCGS Inventory of Financial Institutions and Obligations” shall be on file with the President, the Recording Secretary and the Treasurer, and shall be updated annually.
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