Bylaws

BYLAWS

MULTICULTURAL GENEALOGICAL CENTER

The name of the organization shall be the Multicultural Genealogical Center of Southeastern Ohio, Inc. (hereafter, Center, or MGC). The Center shall be headquartered in Chesterhill, Ohio.

Section 1 – Purpose

The Center shall be a non-profit organization to document the contributions of multicultural and multiracial families to the social, cultural, political, religious, educational and economic development of the Ohio River Valley. This includes contributions to the history and heritage of the region from the time of first European contact with native Americans to the present.

Said organization is organized exclusively for charitable, religious, educational, and scientific purposes, including, for such purposes, the making of distributions to organizations that qualify as exempt organizations under section 501(c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code.

No part of the net earnings of the organization shall inure to the benefit of, or be distributable to its members, trustees, officers, or other private persons, except that the organization shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distribut ions in furtherance of the purposes set forth in the purpose clause hereof. No substantial part of the activities of the organization shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and the organization shall not participate in, or intervene in (including the publishing or distribution of statements) any political campaign on behalf of any candidate for public office. Notwithstanding any other provision of this document, the organization shall not carry on any other activities not permitted to be carried on (a) by an organization exempt from federal income tax under section 501 (c) (3) of the Internal Revenue Code, or corresponding section of any future federal tax code, or (b) by an organization, contributions to which are deductible under section 170 (c) (2) of the Internal Revenue Code, or corresponding section of any future federal tax code.

Section 2 – Services

The Center will:

• Collect written and electronic records that document the lives, histories, and genealogies of families in the region whose ancestries cross racial and/or cultural boundaries
• Protect the integrity of these records and documents for future generations by securing and maintaining an orderly archive for public benefit
• Assist individuals or organizations interested–for personal genealogical and not-for-profit purposes–in researching such families or accessing data housed in the Center archives
• Educate members, visitors, and the public about the lives, roles, and contributions of those families and traditions to American society; Exhibit, disseminate, and publicize in appropriate venues information regarding such contributions
• Promote and improve, through community and educational programs, public perception and recognition of the region’s diverse, multicultural heritage
• Work cooperatively with organizations, universities, agencies, and libraries to gather, share, and preserve genealogical information and related historic documents pertinent to the region

Membership in the Multicultural Genealogical Center is open to all interested persons. Types of memberships and dues for respective classes of membership shall be:

Annual dues are payable by January 31 of each year.

Four Officers and seven Board members shall be responsible for managing the Center’s activities. Officers and Board members must be Multicultural Genealogical Center members in good standing.

Section 1 – President

1) The President shall preside at all Membership and Board meetings. 2) The President shall set the agenda for all Membership and Board meetings. 3) The President shall, with approval of the Board, appoint all standing and special committees, and, in the event of a vacancy of an Officer’s position, shall fill such vacancy by appointment until the next regular election. 4) The President shall serve as a non-voting member of the Board, except that the President shall vote to break any tie vote by the Board.

Section 2 – Vice President

• The Vice President shall assist the President and perform the presidential duties in the absence of the President
• The Vice President shall be responsible for arranging for guest speakers when required

Section 3 – Secretary

• The Secretary shall be responsible for recording minutes of all meetings and distributing the minutes to members of the Board; and distributing minutes to members upon request
• The Secretary shall be responsible for all authorized correspondence of the Center
• The Secretary shall keep a current membership list
• The Secretary shall attend the “election” Membership meeting and help tabulate election results

Section 4 – Treasurer

• The Treasurer shall receive all monies due to the Center
• The Treasurer shall pay all Center expenditures authorized by the Board checks are to be signed by both the Treasurer and the President
• The Treasurer shall keep up-to-date accounting records of the Center’s finances and report financial matters to the Board and Membership at each meeting
• The Treasurer shall keep a current record of all dues paid by members
• The Treasurer shall attend the “election” Membership meeting and help tabulate election results
• The Treasurer may keep up to $150 available in a petty cash fund for payment/reimbursement of small, miscellaneous MGC expenditures (with proper receipt of expenditure)

Section 5 – Other Board Members

• Board members shall, by majority vote, recommend to the membership and/or establish policies of the Center; and oversee the implementation of approved policies
• Board members shall approve expenditures of Center funds
• Other non-voting, advisory Board members may be appointed by majority vote of the Officers

Section 6 – Elections

Nominations for Officer and Board positions shall be solicited and accepted from the general membership and from the Board each two years during the January Membership meeting, with elections to be held at the March Membership meeting. Nominations from the floor will be accepted at the January Membership meeting. Members many nominate any member in good standing, including himself or herself, for any Officer or Board position. The incumbent President shall inform all nominees of the duties and responsibilities of the respective positions either at the “nominating” Membership meeting or individually upon request by any nominee. Names of nominees shall be placed on a ballot, along with space for write-in nominees for each position. Ballots will be mailed to all members in good standing within seven days of the nominating meeting. Any member wishing to vote by mail shall return the ballot by March 1. Any member wishing to vote “in person” shall bring his or her ballot to the March “election” meeting. A vote will be taken at the March “election” Membership meeting, counting valid ballots received by mail and valid ballots received (delivered) on site at the “election” meeting. Each Office and Board position will be filled by the candidate receiving the highest number of votes cast for the respective position(s). Vote results will be tabulated during the meeting by the Treasurer and Secretary; and results will be validated, in the event of a dispute, by the incumbent Board.

Section 7 – Terms of Office

All positions on the Board, including Officers, shall be for two full years, from April through April. Officers and Board members elected in March shall assume their duties in April after proper installation at the April Membership meeting. Newly-elected Officers and Board members shall be installed by the incumbent President or Vice President.

Section 8 – Leadership Transition

The outgoing and incoming Officers and Board members shall hold a joint Board meeting prior to the April Membership meeting to provide for transition in leadership. All printed materials related to each position shall be turned over to the new officers, along with appropriate explanation of materials, following installation of new officers. Outgoing Officers shall orient respective new Officers in their duties.

Section 9 – Resignations

Any Officer or Board member who cannot, or will not, fulfill the duties of his or her office for any reason shall submit a written resignation to the Board. The President shall appoint a replacement, at the next Membership meeting following the resignation, to fill the vacant position.

The President shall appoint committees as deemed necessary to promote the goals of the Center. At least three members shall serve on each committee, and committee members shall select their own chairperson.

A Board meeting shall be held on the third Tuesday of each month beginning at 7 p.m. A Membership meeting shall be held on the second Tuesday of each month beginning at 7 p.m. or at another time designated by the Board. Meetings will be held at the Friends Meeting House, Route 555, Chesterhill, Ohio, unless another meeting place is determined by the Board with sufficient notice to the membership. Meetings shall follow guidelines as set forth in Robert’s Rules of Order.

These by-laws may be amended at any regular Membership meeting, by a majority vote of those members present, after sufficient notice of proposal to make by-laws changes. Proposed amendments must be made available to Officers, Board and members at least 30 days prior to any vote to change the by-laws.

If an Officer fails to fulfill his or her responsibilities, as determined by a majority vote of the Board, that officer shall be asked to resign and may be removed from office by a majority vote of the Board.