ECGS Bylaws

Article I – NAME

The name of this organization shall be EDGAR COUNTY GENEALOGICAL SOCIETY.

The organization is located in Paris, Edgar County, Illinois. Its mailing address is Post Office Box 304, Paris, Illinois 61944-0340.

Article II – PURPOSE

The purpose of the Edgar County Genealogical Society is to promote accurate genealogical and historical research; to aid in the publication, distribution, and preservation of genealogical and historical records, including biographies, genealogies, local records and histories; and to provide programs for the education of all.

Said Society is organized exclusively for educational and charitable purposes, as provided in Section 501 © (3) of the Internal Revenue Code, (or corresponding section of any future tax code.)


Section 1: The fiscal and membership year shall be from July 1st through June 30th, with June designated as the annual business meeting.

Section 2: All persons interested in the objectives of the Society shall be eligible for membership.

Section 3: Membership categories shall be Individual (annual) and Life. The Executive Board shall establish the amount in both categories, with approval of membership at the next regular meeting. Membership fees received after March 1st will be applied to the coming year unless the applicant requests otherwise.

Section 4: Names of persons applying for membership shall be submitted to the Secretary or Treasurer, with payment in United States currency.

Section 5: Members who join during the year will receive back issues of the newsletter for that year.


Section 1: The elected officers of the Society shall consist of a President, a Vice-President, a Secretary, a Treasurer, one Director-at-large, and additional officers as the Executive Board shall deem necessary.

Section 2: A nominating committee of not less than three members shall be appointed by the President at the March meeting. The nominating committee shall select the candidates for office and directors from members in good standing, and shall obtain the consent of the candidates to be nominated.

Section 3: The committee shall present their slate of candidates for election at the June meeting; and following their report an opportunity shall be given for nominations to be made from the floor.

Section 4: Only those who have consented to serve if elected shall be eligible for nomination either by the Committee or from the floor.

Section 5: Officers and the director shall be elected by a majority vote cast by a quorum of members at the annual election meeting held in June. (A quorum consists of members attending, including two officers.)

Section 6: Officers shall be elected for one-year terms; director for a three-year term.

Section 7: A vacancy occurring in any office shall be filled for the unexpired term by a member elected by a majority vote of the Executive Board.


PRESIDENT: Shall preside at all meetings of the Society and of the Executive Board, appoint committees as needed, and be an ex officio member of all committees, except the nominating committee.

VICE-PRESIDENT: Shall assist the President in organizational duties, perform the duties of the president in the absence or the inability of that officer to serve; and be responsible for publicity.

SECRETARY: Shall record and read the minutes of the regular meetings and the Executive Board meetings, preserve all minutes and records; and attend to the correspondence of the Society in conjunction with the Treasurer.

TREASURER: Shall collect all dues and record all funds received by the Society; keep accurate records of all receipts and disbursements; give a financial report at each monthly meeting and an annual report at the first meeting after the end of the fiscal year; distribute mail to officers; refer genealogical queries to Edgar County Genealogy Library for research according to its policies; and maintain lists of membership and publication sales in conjunction with the Secretary.

The Treasurer’s accounts shall be examined annually at the end of each fiscal year by an auditing committee consisting of one member of the Executive Board and at least two members. This committee shall audit the books and report their findings in a signed statement at the next general meeting.

Section 1: The Society shall meet in September, December, March, and June. The board shall have the authority to change meeting dates as deemed necessary.

Section 2: Special meetings may be called by the President.


Section 1: The Executive Board shall consist of the officers, the immediate Past President, the Newsletter Editor, and one Director-at-large.

Section 2: The President and the Executive Board shall have the power to transact the affairs of the Society between meetings and report on proposed policy changes and new projects.

Section 3: All members of the Executive Board, upon retiring from office, shall deliver to their successors all monies, accounts, records, books, papers, and other property belonging to the Society.

Section 4: There shall be an Executive Board meeting in June. Special meetings of the board may be called by the President or a majority of the Board Members. A majority of the Board shall constitute a quorum.


Upon the dissolution of the Society, the officers, who serve as the Board, shall, after paying or making provisions for the payment of all liabilities of the Society, offer the assets of the Society to the Edgar County Historical Society, or if the Edgar County Historical Society does not exist, the assets shall be offered to the Illinois State Genealogical Society, or to an organization or organizations founded and operated exclusively for educational, or charitable purposes which qualified as an exempt organization under Section 501 © (3) of the Internal Revenue Code of 1988, (or the corresponding provision of any future United States Internal Revenue Law), as the Board shall determine.

Any of such assets not so disposed of shall be disposed of by the Edgar County Court of Common Pleas, where the Society is located, exclusively for such organization or organizations as said Court shall determine which are organized and operated exclusively for such purposes under Section 501© (3) of the Internal Revenue Code of1988 (or the corresponding provision of any future Internal Revenue Law.)


The Society shall be conducted in accordance with parliamentary procedure as set forth in the current edition of Robert’s Rules of Order.


Section 1: The Executive board shall adopt a resolution setting forth the proposed amendment and directing that it shall be submitted to a vote at a meeting of the members, which may be a regular meeting, or a special meeting. Printed or electronic notices setting forth the proposed amendment shall be available to each member.

Section 2: At such a meeting, members shall vote on the proposed amendment, and the amendment shall be adopted upon receiving the affirmation vote of at least two-thirds of the members voting.

Section 3: Any number of amendments may be submitted to the members and voted upon by them at one meeting.

Section 4: Any member of the Society may recommend an amendment to the Executive Board.

Approved April 7, 2014