Effective: April 2015
1. The objectives and goals of SGS shall be:
a) Education – Provide encouragement and instruction in scientific and ethical research methods.
b) Preservation, Conservation and Collection – Preserve, conserve and collect materials relevant to the study of genealogy and family history.
c) Resources – Develop and maintain SGS’s human and financial resources.
d) Promotion – Promote and foster the study of genealogy and family history.
II. MEMBERSHIP AND FEES
1. Membership in SGS shall be one of three (3) classes: A) Regular, B) Subscription, and C) Honorary.
A) Regular membership is: 1) a family membership living in the same household, 2) a seniors membership, 3) a life membership.
Each regular membership in good standing is entitled to the following benefits:
a) attend any official membership meeting and cast one vote on any issue raised
b) be eligible to seek election to the Board of Directors
c) receive one copy per issue of Saskatchewan Genealogical Society Bulletin
d) have access to the Library Resources and Archives of SGS as governed by the Bylaws or policy manual.
B) Subscription: 1) any member that is an organization is deemed to be an ‘Institution’. Member benefits are limited to receipt of Saskatchewan Genealogical Society Bulletin. Non-Voting.
C) Honorary memberships and honorary officerships may be conferred upon non-members who have been of special service to SGS or who have been, in the opinion of the membership, worthy of recognition for their contribution to the cause of genealogy in general. Benefits are limited to receipt of Saskatchewan Genealogical Society Bulletin. Non-Voting.
2. Any member who resigns his/her membership during a fiscal year or whose membership is revoked pursuant to Section III.5 of the Constitution of SGS shall not be entitled to any rebate of annual membership dues for the remaining portion of the fiscal year.
III: BOARD OF DIRECTORS
1. Newly elected Directors shall assume office at the first of the next Administrative year, and shall remain in office for their stated term of office.
2. Members of the Board of Directors are expected to make a commitment to attend all duly called SGS Board meetings. Attendance requirements shall be stated in the policy manual.
3. The Board of Directors shall meet no less than three times in a fiscal year.
4. Directors shall meet to dispatch business and to regulate their meetings as set out by SGS’s Constitution, Bylaws and policy manual.
5. Notice of a Board of Directors meeting shall be given to the directors at least one week prior to the date of the meeting; however, the Directors may meet on regular dates without notice or may by unanimous consent, meet at any time or place.
6. The Board of Directors shall be empowered to appoint such committees as it deems necessary from time to time to carry on the business and to achieve the objectives and goals of SGS.
7. The elected term for the chairperson shall be one year, with one individual eligible for no more than two consecutive terms.
8. The elected term for all other Board Members shall be two years, with one individual eligible for no more than two consecutive terms in the same position.
9. The maximum continuous elected years on the Board of Directors shall be eight years.
1. There shall be a standing committee for the purpose of elections.
2. Nominations for any position in SGS must be submitted to the committee in charge of elections at least ten days prior to the date of the election.
3. The committee in charge of elections may itself nominate persons for office.
4. Nominations shall be allowed from the floor at the general membership meeting providing nominees meet the required criteria for all board members.
5. In the event of a vacancy for any reason during any Director’s term of office such vacancy may be filled by appointment by the Board of Directors. Such appointments shall be for the balance of the unexpired term.
V. DUTIES OF OFFICE
1. The Board of Directors as a whole shall oversee the financial affairs of SGS. The Board of Directors shall be responsible for arranging the annual audit of the financial records of SGS as directed by each Annual General Membership Meeting of SGS, and for the approval of such records by the membership at the Annual General Membership Meeting, all in full compliance with The Non-Profit Corporations Act.
2. The Board of Directors shall ensure that duties of office are known by all Directors of SGS by providing a written job description as specified in the policy manual. The duties of office shall include specific minimum responsibilities including attendance and other time requirements and shall be reviewed from time to time.
3. The chairperson shall:
a) Be called “President”,
b) Over-see the affairs of SGS,
c) Chair the Board of Directors meetings,
d) Attend meetings on behalf of SGS as required,
e) Consult/delegate with the vice-chairperson(s),
f) Prepare chairperson’s annual letter,
g) Preside at all general membership meetings of SGS,
h) Be an “ex-officio” member of all committees.
4. Past-President shall:
a) Provide guidance and advise as required,
b) Attend Board of Directors meetings as an “ex-officio” voting member,
c) May attend committee meetings by invitation,
d) Sit on the elections committee.
5. A vice-chairperson(s) shall perform the duties normally performed by the chairperson in his/her absence.
6. Individual Board Members:
a) Shall be prepared to take an active part in SGS,
b) Shall act as a liaison between the Board of Directors and all members,
c) May serve on a committee,
d) One shall be chosen as secretary.
7. Volunteers may be appointed to specified positions of responsibility with SGS in order to carry on the business of, and/or achieve the objectives and goals of SGS. Such Volunteers may include, but are not necessarily limited to, Bulletin Editor, SRI Co-ordinator and other program and/or project co-ordinators. Such appointments are for a one year term with no limit to the number of terms. Such Volunteers shall follow the directives of Staff.
VI. MEETINGS AND VOTING
1. Parliamentary procedures should be followed as outlined in “Robert’s Rules of Order”.
2. Fiscal year should be the calendar year and the annual meeting shall be held in accordance with The Non-Profit Corporations Act.
3. Notice of general membership meetings shall be given to members by means of letters, posters or advertisements as shall be directed by the Board of Directors.
4. Unless stated otherwise, voting at a general membership meeting shall be by a show of hands except where a ballot is demanded by a member entitled to vote at the meeting. Voting procedures will be articulated in the policy manual.
5. All costs related to any petitioned special membership meeting will be borne by the petitioners. Such costs may be refunded at the Board of Directors’ discretion.
6. SGS shall conduct an annual seminar, at the time and place specified by the Board of Directors.
7. In addition to regular in-person meetings, the Board of Directors and Committees of the Board of Directors may conduct business by electronic meetings, by means of the Internet or by telephone, as long as meetings provide the opportunity for simultaneous aural communication among all participants as per Robert’s Rules of Order.
VII. SUBSIDIARY GROUPS
1. Subsidiary groups are created by SGS and composed of only SGS members in good standing.
2. The Board of Directors shall be empowered to grant assistance, financial or otherwise, to the subsidiary groups.
3. Funds raised by subsidiary group by fee or subscription shall not interfere with the annual SGS membership fees.
4. The criteria for the formation, restructuring and dissolution of subsidiary groups are found in the policy manual. A subsidiary group which does not meet the criteria set out in the Bylaws and/or the policy manual shall be dissolved.
1. The map and description showing how the Province is divided into Regions as of 1997 are in the policy manual.
2. Regional changes:
a) Boundary changes will be a matter of policy with concerned Branches approval,
b) Any change to the number of Regions will require Bylaw approval.
3. The Province of Saskatchewan will be divided into six (6) Regions as specified in the policy manual, with each Region comprising no fewer than two branches.
1. Any ten or more regular memberships of SGS may apply to the Board of Directors for recognition as a local branch of SGS upon completion of the application form. The Board of Directors will create the criteria needed for the formation of any branches including, minimum distance between local branches and shall be specified in the policy manual.
2. A branch shall be considered viable when the following conditions are met:
a) Submit a written annual report of its activities,
b) Submit a current membership list, including a current executive list,
c) Hold regular meetings,
d) Have an elected chairperson and secretary-treasurer.