JEWISH GENEALOGICAL SOCIETY OF OTTAWA
GENERAL BY - LAW No. 1
The objectives of this organization shall be:
To collect, preserve, and disseminate Jewish genealogical knowledge and information;
To promote interest in genealogical research;
To stimulate and provide instruction in the use of research methodology and adherence to standards of accuracy and thoroughness in research;
To foster careful documentation and to promote scholarly genealogical writing and publication;
To promote the preservation of Jewish genealogical records and resources;
To hold meetings for the instruction and education of its members and the general public;
And to further such other related purposes as the organization may from time to time elect to pursue.
Name and Affiliation
Section 1. The name of this organization shall be the Jewish Genealogy Society of Ottawa.
Section 2. In order to best further its objectives, the Society shall join and remain affiliated with the Association of Jewish Genealogical Societies.
Section 1. Membership in this Society is open to anyone who wishes to support the objectives and activities of the Society, who pays the membership dues of the Society and is not otherwise in default.
Section 2. The Society shall have three categories of membership: individual, family and institutional.
Section 3. Full membership rights and privileges are granted as soon as the appointed officer receives a duly completed membership application and payment of the annual dues.
Section 1. The fiscal year of the Society shall run from April lst to the following March 31st.
Section 2. Annual dues for each category shall be determined and may be varied from time to time by the Board. The Board may also establish special non-resident rates for membership categories, non-residents being defined herein as persons living more than 100 kilometres from Parliament Hill.
Section 3. Those who remain delinquent with respect to payment of annual dues or any other sums due to the Society for more than sixty (60) days following their due date shall be suspended from membership. Membership may be reinstated upon payment of delinquent dues and other sums due to the Society.
Section I. The officers of the Society shall be the President, Immediate Past President,
Vice President, Secretary and Treasurer.
Section 2. All officers except the Immediate Past President shall be elected for a two year term. The office of Immediate Past President shall remain vacant for the initial year(s) of the
Society's existence until such time as there is a person eligible to fill the position
Section 3. A vacancy in any elective position shall be filled by the Board until the next election.
Section 4. All officers shall serve in their positions until their successors have been duly elected.
Duties of Officers
Section 1. The President shall be the chief executive officer of the Society, shall preside at all meetings of the Society and the Board, and shall be an ex officio member of all committees except the Nominating Committee.
Section 2. The Immediate Past President shall be the most recently retired President, except in the case of the inability or unwillingness of that individual to serve. In such a case, the next most recently retired, able and willing President shall fill the position. The Immediate Past President shall have such duties as may be assigned by the Board.
Section 3. The Vice-President shall perform the duties of President during the absence or disability of the President, and other such duties as may from time to time be assigned by the Board.
Section 4. The Secretary shall be responsible for all notices to the membership as well as for the general correspondence of the Society and such other duties as may be assigned. The Secretary shall also keep a record of the proceedings of the Society and of the Board and shall have custody of all papers and reports ordered placed on file and of all documents and letters including those in electronic format relating to the official business of the Society. With each installation of new officers, the foregoing materials shall be turned over to the new Secretary. Whenever the Board determines that some or all of these materials are no longer necessary to the ongoing work of the Society, it is the wish of the founders of the Society that these be suitably archived for posterity.
Section 5. The Treasurer shall keep a current record of all active and former members of the Society, shall have custody of the funds of the Society, shall deposit them in a federally-chartered financial institution as directed by the Board, shall keep full and accurate accounts of all receipts and disbursements and shall render a financial report at the annual general meeting. The Treasurer shall also be responsible for notification of dues to the membership.
Board of Directors
Section 1. The Board of Directors shall consist of the officers of the Society. The officers of the Society shall serve as the Directors of the Corporation.
Section 2. The Board shall manage the affairs of the Society and shall recommend the annual budget for the Society.
Section 3. The Board shall meet at least once in each quarter and at such other times as may be required: on the call of the President or three Board members; or on the written request of five general members. In any such case, at least three days' notice shall be given to each Board member as to the time and place of said meeting.
Section 4. A summary of the minutes of each Board meeting shall be reported at the next regular meeting of the Society.
Section 5. A quorum shall consist of a simple majority of the Board.
Section 6. The Board shall present the annual budget containing an itemized list of expected revenues and planned expenditures for approval by the membership at the regular annual meeting.
Section 7. No Board member may spend more than the amount allotted by the budget for a committee or activity without specific Board approval. For any expenditure over $100.00 not a line item in the budget, specific approval must be secured from the Board.
Section 1. The standing committees shall be: Membership, Newsletter, Programme, Publicity, Library and Computer.
Section 2. The Board may establish such Ad Hoc committees as it shall deem necessary.
Section 3. Chairpersons of the committees shall be appointed by the President with the approval of the Board. They may attend meetings of the Board upon invitation but shall not be entitled to vote thereat.
Nominations and Elections
Section 1. At a suitable time prior to the annual meeting of the Society at which elections are to take place, an ad hoc Nominating Committee shall be struck. Members of this committee shall be appointed by the President with the advice and consent of the Board.
Section 2. The committee shall prepare a report consisting of its recommended slate of nominees for each of the elected offices, the consent of each nominee having been obtained prior to the presentation of the slate to the members.
Section 3. The Nominating Committee shall notify the members of the Society of the content of their report at least three weeks prior to the annual general meeting at which the elections are to take place. Additional nominations, duly seconded, may be accepted from the floor at this meeting.
Section 4. All officers shall be elected by a majority vote cast at the annual general meeting at which the elections are to take place and the results shall be announced at the meeting.
Section 1. The Society shall hold business meetings at least twice yearly, the exact date and place to be determined by the Board. Members of the Society shall be notified of the exact date and place of any such meeting no less than 21 days prior to that date.
Section 2. A quorum at any business meeting of the Society shall consist of fifty per cent (50%), or ten, whichever is the less, members of the Society in good standing. Business shall
be transacted only if a quorum is present. Motions shall be carried by a simple majority vote, except where this By-Law otherwise provides.
Section 3. The rules contained in the most recent version of Robert's Rules of Order shall govern the Society in all cases in which they are not inconsistent with the By-Laws of the Society.
Section 4. At all business meetings the suggested order of business will be as follows: (1) Introduction of newcomers and guests, (2) Approval of the minutes of the previous meeting,
(3) Report of the Board, (4) Treasurer's report, (5) Committee reports, (6) Old business, and (7) New Business.
Section 1. Amendments to this General By-Law or any other By-Laws of the Society may be initially proposed to the Society by the Board on its own initiative or by the Board upon receipt of a petition signed by at least five members of the Society and submitted to the Board, provided in either case that the proposed amendment is made in conformity with the provisions of this Article X.
Section 2. Notice of such proposed amendment shall be given to all members no less than 21 days before the date of voting thereon at the annual general meeting or at a special general meeting of the Society called for the purpose.
Section 3. An amendment to this or any By-Law of the Society must be carried by the affirmative vote of two-thirds of the members present and voting.
Section 1. The Society shall publish a newsletter to promote the objectives of the Society.
Section 2. Other publications may be undertaken as approved by the Board.
Section 1. Any notice required to be made pursuant to this or any other By-Law of the Society shall be deemed to have been sufficiently made if sent by E-mail to members who have provided an E-mail address, by fax to members who have provided a fax address and by mail or courier to members who have not provided either an E-mail or a fax address.
If the Jewish Genealogy Society of Ottawa should be dissolved, the Board shall, after making provision for paying all liabilities of the Society, dispose of all assets of the Society to one or more organizations which are pursuing its objectives and qualify as tax exempt under section... of the Income Tax Act, as amended, or corresponding provisions of subsequently enacted legislation.
Adopted June 21, 1995