PAINTED HILLS GENEALOGY SOCIETY BYLAWS
 
 
 
 
 

 ARTICLE I

 NAME and ADDRESS:

A. The name of this organization is the Painted Hills Genealogy Society, hereinafter referred to as the "Society."

B.9025 Sawmill Run Rd Little Valley, NY 14755

C. The URL for the Societies Internet website is: http://www.paintedhills.org/
 
 


 ARTICLE II

 PURPOSE

A. The Painted Hills Genealogy Society is a non-profit educational organization founded to

1. Aid members in establishing their genealogical history.

2.Share genealogical information by conducting educational programs to assist members in understanding methods of family research.

3. Collect, compile, record, index, preserve and store genealogical and historical records on the Internet.

4. Provide community and national service to members seeking such information.

B. Although we are primarily an Internet based society, we shall present public workshops and similar activities. The counties represented by the Society are Chautauqua, Cattaraugus, Allegany and Steuben counties in the state of New York, and McKean and Potter counties in the Commonwealth of Pennsylvania.
 
 


 ARTICLE III

 POLICIES

A. The Painted Hills Genealogy Society is a non-profit educational organization.

B. No part of the net income or earnings of the Society shall accrue to the benefit of any individual member or be distributed among its members or officers.

C. Funds shall be used explicitly for activities consistent with the stated purpose of the organization, as determined by the President within the provisions of these bylaws.
 
 


 ARTICLE IV

 MEMBERSHIP

A. Membership in the Painted Hills Genealogy Society is available to all persons interested in gathering and disseminating genealogical and historical information by the payment of five dollars ($5.00) per year dues. Lifetime memberships are available for seventy-five dollars ($75.00) and may be paid in three installments of twenty-five dollars ($25.00), the first $25.00 installment to be received within 30 days of application for membership. The other 2 installments of $25.00 each must be received prior to the end of the first year.
All dues, once received by the Society, are non-refundable.

B.Individual membership is open to all persons regardless of their race, color, religion, sex, national origin, age, marital status, disability, sexual orientation, or other areas of human difference.
 
 


 ARTICLE V

 FISCAL YEAR

The Painted Hills Genealogy Society fiscal year shall be the calendar year from January 1 to December 31, inclusive.
 
 


 ARTICLE VI

 OFFICERS/STAFF/ADVISORY BOARD MEMBERS

A. Officers:
 

1. President
2. Vice-President
3. Secretary
4. Treasurer

B. Staff:
 

1. Newsletter and Publicity Editor
2. Surname and Member Coordinator
3. Member Recruiter
4. Webmaster

C. Advisory Board: The President shall appoint members to the Advisory Board at his sole discretion, and the President shall remove members from the Advisory Board at his sole discretion.
 
 


 ARTICLE VII

 DUTIES OF OFFICERS/STAFF/ADVISORY BOARD

A. The President shall be chief executive of the Society and shall perform the following duties:

1. Appoint a Vice-President, Secretary, and Treasurer.
 

2. Appoint a Newsletter and Publicity Editor, a Member Recruiter, a Surname and Member Coordinator, a Webmaster, an Auditing Committee, a Publications Committee, a Reunion Committee, and all other current or future standing or special
committees.
 

3. Preside at all monthly meetings.
 

4. Supervise all Society functions.
 

5. Notify or request the Newsletter and Publicity Editor to give notice to all members of the date and time of monthly meetings.
 

6. Serve as ex-officio member of all committees.

B. The Vice-President shall assume the duties of the President when the President is absent or unable to fulfill the responsibilities of that office.

C. The Secretary shall keep the minutes of the Society's monthly meetings and all meetings of the Advisory Board, and shall maintain a database record thereof. The Secretary will also conduct the business correspondence, keep an attendance roll of all scheduled meetings and discharge such other duties as may be assigned by the President.

D. The Treasurer shall receive all monetary dues, donations, or other funds of the Society, maintain a proper accounting thereof, and disburse such funds as ordered by the Society. There shall be two (2) signatures on any check issued by the Society, the
Treasurer and the President; or in the absence of the President, the Vice-President.

E. The Newsletter and Publicity Editor will be responsible for performing the following:
 

1. Upon the request of the President notify members of the date and time of all monthly meetings.
 

2. Preparing the Society's on-line quarterly newsletter.
 

3. Compilation and editing any publication of the Society.
 

4. Serve as chairperson of the Publications Committee.
 

5. Appoint the staff of any publication of the Society only after having been approved by the President.

F. The Surname and Member Coordinator shall:
 

1. Attend to correspondence requesting information from all members.
 

2. Be responsible for maintaining and updating:
 

a. The Society's members' pages.
b. The Society's surname pages.
 

3. Appoint a staff only after approval from the President.

G. The Member Recruiter shall:
 

1. Attend to the recruitment of new members via the Internet.
 

2. Correspond with and help those potential new members who are having trouble with the registration process.
 

3. Troubleshoot problems with the Society's on-line membership registration.
 

4. Appoint a staff only after the approval of the President.

H. The Webmaster shall have charge of all databases and information on the Society's web pages, and will perform the following:
 

1. Maintain and convert for web placement, all material contributed by any member and/or compiled under the auspices of the Society.
 

2. Mark all web pages with the logo and background colors, as property of the Society.
 

3. Appoint a staff only after the approval of the President.
 

4. Maintain back-ups of all Society web pages.
 

5. Keep a printed or hard copy of all contributed materials.

I. The primary purpose of the Advisory Board is to establish more effective communications between the Society's President and it's members. The Advisory Board will survey individual members periodically to obtain their opinions on the services being provided by the Society and how well these services are being provided. The Advisory Board will solicit suggestions and recommendations from the membership.
The President may request the Advisory Board to evaluate new concepts, ideas and member services. All input to the Advisory Board, after being thoroughly evaluated by the Board, will result in specific recommendations submitted to the President for his consideration. The ultimate objective is to provide the services that better benefit the members.
 
 


 ARTICLE IIX

 MEETINGS

A. Meetings of this Society shall be held on the Society's chat room monthly, on the third Sunday, at 8 p.m. Eastern Time.

B. The principal business of the Society will be transacted on the Internet at the following URL: http://www.paintedhills.org
 

C. The annual meeting will be held the third Sunday in January. At this meeting, all Officers and Committee Chairpersons shall submit a full report of their activities in the Society for the past year.
 
 




 ARTICLE IX

 COMMITTEES

A. An Auditing Committee shall be appointed each year by the President to audit the accounts of the Society, and shall consist of the Treasurer and three (3) other members.

B. The Publications Committee shall be appointed by the President and shall consist of the Newsletter and Publicity Editor acting as chair and three (3) other members. The Publications Committee shall oversee the following:
 

1. Internal communications publications; includes a volunteers' e-mail and web page network.
 

2. The on-line newsletter, external brochure, and annual report.
 

3. Press and publicity; working in conjunction with other committees to include publication and/or release for publication of pertinent information of Society's events.

C. There shall also be committees on Membership, Programming and the Annual Reunion.
 
 


 ARTICLE X

 RESPONSIBILITY

A. The Society, it's President and it's members shall assume no responsibility for errors of fact or opinion in contributed material. Errors of fact will be corrected when proof is provided.

B. The Society will not publish facts about living individuals such as birth, marriage, or state of residency.
The removal of these facts is the responsibility of the contributor.

C. The Society is not responsible for loss of material due to server crashes or other circumstances beyond the control of the Society.
 
 


 ARTICLE XI

 QUERIES

The Society's Query Board is open to members only. Only members' queries will be posted in the Society's newsletter.
 
 


 ARTICLE XII

 COPYRIGHTS








A. The Society owns the copyright to all web pages containing Society compiled information.

B. Member contributed material copyrights reside solely with the creator and/or the contributor of those materials.

C. Copyright to queries and any other submitted data resides with the submitter. The submission of queries and other data to the Society implies that the Society may continue to post the material until the Society deems it appropriate to remove said
material.

D. Copyright to data contributed to any special project resides with the contributor. The Society, as a non-profit organization, shall have permanent use of the data conditional upon the non-profit nature of the Society and will become invalid if the Society should ever cease to be non-profit.
 
 


 ARTICLE XIII

 DISSOLUTION

Upon dissolution of the Society, and after paying, or making provisions for the payment of all liabilities of the Society, the assets of the Society shall be disposed of as follows:

1. All monies and bank deposits shall be distributed to all Historical Societies within the Painted Hills area as defined in Article II, paragraph B of these bylaws.

2. All remaining property such as books, records, computers, printers, and office supplies, shall be distributed to all Historical Societies within the Painted Hills area as defined in Article II, paragraph B of the bylaws.
 
 


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