Chapter Bylaws

Lone Star Chapter of the Association of Professional Genealogists Bylaws

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RTICLE I. NAME AND GOVERNING AUTHORITY
  1. The name of the Chapter shall be the Lone Star Chapter of the Association of Professional Genealogists (APG), hereafter referred to as the Chapter or LSCAPG.
  2. The Chapter shall be governed by its own bylaws and by those of APG and will adhere to any changes or revisions adopted after the Chapter was accepted. The Chapter will also 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.
  3. Except as otherwise required by the APG bylaws, the Chapter is self-governing. The Association of Professional Genealogists cannot be held legally responsible for the actions of the Chapter beyond the bylaws.
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RTICLE II. OBJECTIVES

The objectives of this Chapter shall be:

  1. To provide education and support for those engaged in genealogical business pursuits. To engage in activities which improve access, facilitate research, and preserve records used in the fields of genealogy and local history.
  2. To promote awareness of activities and/or laws which may affect genealogical and historical research.
  3. To facilitate collaboration among members.
  4. To promote professional standards in the field of genealogy.
  5. To promote awareness of, and interest in, professional genealogical services.
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RTICLE III. MEMBERSHIP
  1. Members of the Chapter shall be current members of APG.
  2. Only Chapter members in good standing may vote.
  3. Only Chapter members in good standing may be listed in materials published by the Chapter.
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RTICLE IV. OFFICERS AND CHAPTER REPRESENTATIVE
  1. The Chapter members will elect Chapter Officers which shall be President, Vice President, Secretary, and Treasurer. The Chapter Officers will act as the Chapter’s Board of Directors. The Chapter Officers and responsibilities are:
    1. President:
      1. Acts as the principal executive officer with responsibility for the general supervision of the affairs of the Chapter.
      2. Acts as the official spokesperson for the Chapter and the Board.
      3. Convenes and facilitates Chapter meetings.
      4. Communicates with members periodically via newsletter, email or social media.
      5. Serves as an ex-officio member, or names a designee, of all committees except the Nominating Committee and Audit Committee.
      6. Is authorized to sign checks if the Treasurer is unavailable.
      7. Performs other duties as required.
    2. Vice President:
      1. Is responsible for assuming the duties of the President in the absence of, or at the request of, the President.
      2. Welcomes new members by email upon the payment of dues
      3. Conducts outreach to potential members.
      4. Performs other duties as required.
    3. Secretary:
      1. Keeps an accurate record of the proceedings of all general membership and Board meetings.
      2. Performs other duties as required.
    4. Treasurer:
      1. Receives Chapter dues and all monies, issues receipts for same, and deposits monies collected in the designated bank account(s).
      2. Keeps an accurate roster of Chapter members in good standing.
      3. Is authorized to sign checks.
      4. Pays chapter debts as authorized by the Board.
      5. Keeps an accurate account of all receipts and disbursements.
      6. Presents an annual budget to the Board for adoption.
      7. Provides financial reports to APG as required for tax compliance.
      8. Provides to the general membership an annual Treasurer’s Report no later than January 31 each year of the Chapter’s previous year’s financial activities.
  2. The responsibilities of Chapter Representative to APG may be performed by any officer or member as designated by the President and approved by a majority of the Board. The Chapter Representative is responsible for:
    1. Sending two or more Chapter reports each year to the Chapter Liaison of APG.
    2. Communicating Chapter activities, concerns, and questions to the Chapter Liaison of APG who will channel such communications to the appropriate APG entities as prescribed by the Procedure Manual and the Policy Manual. APG, through its Chapter Liaison and the designated Chapter Representative, shall inform the Chapter of changes in policy and procedures that affect it.
  3. Only Chapter members in good standing may serve as Chapter officers.
  4. Terms of Office shall be for two (2) years with elections or appointments to no more than two full consecutive terms in the same office.
  5. Officers shall serve beginning on January 1 following election and may serve two (2) consecutive terms.
  6. A majority of current officers may appoint members in good standing to complete the term of a vacated office. An appointed officer will be considered to have served a full term if service in the office is for more than half of a full term.
  7. Three of the four Officers will constitute a Quorum of the Board. The Board may conduct business in person, by telephone conference, online conference, via electronic mail, or any acceptable method stated in Robert’s Rules of Order, Newly Revised.
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RTICLE V. COMMITTEES
  1. Committees shall be those deemed necessary for the general administration of the Chapter and shall be established by the President with approval by a majority of the Board.
  2. The chairs of Chapter committees shall be appointed by the President except for the Nominations Committee and the Financial Audit Committee.
  3. Standing Chapter committees shall be:
    1. Nominations Committee
      1. Membership in good standing in APG and the Chapter is required to be eligible for service on the Nominations Committee.
      2. Members shall be elected or appointed no less than one month prior to the election of officers.
      3. Committee shall be composed of three members in good standing.
      4. Committee members shall choose one of their own to act as chair.
      5. The committee shall present a slate of candidates to the membership at least one month prior to the election of officers.
      6. The Committee concludes its business upon successful election of a slate of officers.
    2. Financial Audit Committee
      1. Membership in good standing in APG and the Chapter is required to be eligible for service on the Financial Audit Committee.
      2. Committee shall be composed of three members in good standing.
      3. Members shall be elected or appointed by December 31 each year.
      4. Committee members shall choose one of their own to act as chair.
      5. Following the Treasurer’s annual report in January, the Financial Audit Committee shall examine the Chapter’s financial records and prepare a written report for the Board. The Committee’s report will be made available to the general membership.
      6. The Committee concludes its business upon completion and submission of the written report.
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RTICLE VI. ELECTIONS
  1. Membership in good standing in APG and the Chapter is required to be eligible for nomination and election as an officer.
  2. Elections shall occur annually before December 31 for the upcoming term.
  3. Terms of Officers shall be designated such that only a portion of the number of total officers will be elected each year to ensure the Board retains experience and historical knowledge.
  4. Prior to preparing the voting ballot, the Nominations Committee shall issue a Call for Recommendations for Nomination.
  5. The Nominations Committee shall prepare an electronic ballot for voting and assure that all Chapter members eligible to vote are informed.
  6. Only Chapter members in good standing may vote in Chapter elections.
  7. A simple majority of those voting shall constitute an election.
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RTICLE VII. MEETINGS
  1. The Chapter will meet a minimum of twice annually; at least one meeting will be in-person.
  2. The Chapter may conduct business in person, by telephone conference, online conference, via electronic mail, or any method stated in Robert’s Rules of Order, Newly Revised.
  3. Six (6) members shall constitute a quorum.
  4. The public may attend in-person Chapter meetings.
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RTICLE VIII. OPERATING PROCEDURES
  1. Any literature, press releases, or other such communication intended for the general public shall be submitted by the Chapter Representative to the APG Office in accordance with the APG Policies and Procedure Manuals for review by the Publications Advisory Committee.
  2. The Chapter will conduct itself in a manner that is in keeping with the professionalism of APG.
  3. All literature, banners, posters, letters, etc., will be professional in appearance to maintain APG’s image as a professional organization.
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RTICLE IX. DUES
  1. The Chapter operates on a calendar year from January 1 to December 31.
  2. To be an active member of the Chapter, member(s) shall be liable for the payment of annual dues.
  3. Dues for membership in the Chapter shall be determined by the Board not later than September 30 each year for the following calendar year.
  4. Dues are payable in advance for the upcoming calendar year beginning October 1.
  5. Members who fail to pay current year dues by February 28 will be dropped from the membership roll.
  6. New members who pay dues between October 1 and December 31 will be considered current through December 31 of the following calendar year
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RTICLE X. PARLIAMENTARY AUTHORITY

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.

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RTICLE XI. AMENDMENTS
  1. Amendments to these bylaws may not be made without the approval of the Executive Committee of APG.
  2. Amendments or revisions of these bylaws may be proposed by the Chapter members and ratified by a two-thirds vote of the entire Chapter membership in good standing who shall have been notified of the proposed amendments two weeks prior to the vote.
  3. 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.
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RTICLE XII. DEACTIVATION
  1. The Chapter may be deactivated by the parent organization (APG) according to criteria prescribed by the Procedure Manual.
  2. The Chapter may request deactivation according to procedures outlined in the Procedure Manual.

Approved by chapter membership 31st day of December 2019.
Approved by the Executive Committee of the Association of Professional Genealogists, 28th day of January 2020.