By-Laws

(approved at the Annual General Meeting on 2 May 1998, corrected by the Executive 17 November 1998, revised at Annual General Meetings on 3 June 2000, 11 May 2002, and 14 May 2011)

ARTICLE I - NAME OF THE ORGANIZATION [copied from Memorandum of Association]

The name of the organization shall be the Genealogical Association of Nova Scotia, hereinafter called the Association.

ARTICLE II - OBJECTS OF THE ASSOCIATION [copied from Memorandum of Association]

The objects of the Association shall be to:
  1. collect and preserve genealogical material;
  2. promote the study of genealogy and family history in Nova Scotia;
  3. further ethical practices, scientific and effective techniques of genealogical research;
  4. publish and distribute genealogical materials;
  5. acquire by way of grant, gift, purchase, bequest, devise or otherwise, real and personal property and to use and apply such property to the realization of the objects of the Association;
  6. buy, own, hold, lease, mortgage, sell and convey such real and personal property as may be necessary or desirable in the carrying out of the objects of the Association.

ARTICLE III - MEMBERSHIP

  1. Membership is open to all who support the objects of the Association.
  2. Membership is by calendar year. One who joins after 15 November in any year shall begin membership effective 1 January next following. Membership in good standing is begun and maintained by payment of the membership dues. Dues not paid by 1 February shall cause removal of the member from the roll. Good standing is resumed upon payment of arrears or by rejoining. Each member is responsible for advising the Association promptly of changes of address.
  3. Life membership shall be granted to full members who opt to pay a single lump sum instead of annual dues, the amount of such lump sum to be determined under Article vii, 1.
  4. Any member may resign from the Association by giving written notice to the Executive.
  5. Members in good standing may attend and vote at general meetings and be eligible for election to office as hereinafter provided.
  6. Members in good standing shall receive one copy of each issue of The Nova Scotia Genealogist.
  7. Membership may be refused or revoked because of unethical practice of genealogy.
    Members whose conduct is considered by the Executive to be contrary to the stated objects of the Association shall be asked by the Executive to explain or justify their actions. If these members are unwilling or unable to do so, they shall be asked by the Executive to resign from the Association. If they do not resign, the Executive shall give proper notice of motion, to be considered at the next general meeting, requesting the expulsion of these members. A copy of this motion shall be communicated to the members concerned in time for that person to make a written response. If a response is made, it shall be circulated with the notice of motion. Approval of such a motion shall require a majority vote conducted at the meeting. The members concerned shall be invited to attend the meeting and to explain their positions before the vote is taken.
  8. The Executive may confer honorary life membership to recognize major contributions in the field of genealogy.
  9. The Executive may give complimentary memberships as agreed by the Executive. Such complimentary memberships shall confer full rights of membership, including the right to vote and the right to be eligible for election to office.
  10. The Executive may authorize exchange agreements with other associations or institutions. Such exchange agreements shall not confer full rights of membership on such associations or institutions.

ARTICLE IV - GOVERNMENT

  1. The officers as listed in Article VI, 5 shall constitute the Executive of the Association.
  2. The Executive shall exercise such powers as are or may be conferred upon it by these By-Laws or any general meeting of the Association. The Executive shall be responsible for the management of the affairs of the Association between general meetings; shall take the initiative in preparing policies and actions for consideration and possible action by the general membership; and shall be responsible for the implementation of all resolutions passed at general meetings.
  3. Meetings of the Executive shall be called by the President, who shall be responsible for the preparation of the agenda. The Executive shall also meet at the written request of at least three of its members.
  4. Each Executive member shall have one vote, and the President shall have a second casting vote in case of a tie.
  5. A quorum at meetings of the Executive shall be one more than half its total number.
  6. The Executive shall meet at least three times a year to receive reports, discuss and direct the Association's business. One meeting shall precede the Annual General Meeting (AGM) in order to arrange business and draw up an agenda.
  7. The Executive may fill, from the general membership, any vacancy on the Executive caused by the resignation or death of an officer, such a replacement to serve only until the next AGM.
  8. An Executive member who fails to attend three consecutive Executive meetings without a valid reason is deemed to have resigned. The Executive may fill, from the general membership, any such vacancy by appointment until the next AGM.

ARTICLE V - GENERAL MEETINGS

  1. The AGM shall be held at a time and place decided by the Executive. Notice of the AGM shall be given by convenient means.
  2. The general membership shall retain all powers of the Association except those delegated in these By-Laws to the Executive.
  3. The President shall call a special general meeting, on the written requisition of fifteen or more members of the Association, by giving sufficient notice of the time and place of the meeting and of the specific items to be considered. No additional items may be added to the agenda for a special general meeting.
  4. A quorum at the AGM and at special general meetings shall be twice the number of the Executive plus one.
  5. The Executive shall appoint a nominating committee, if required, at least two months prior to an AGM. Members of this committee shall be members in good standing of the Association. This committee shall submit a slate of candidates to replace the outgoing officers on the Executive at the Executive meeting prior to the AGM, and shall present the final slate of candidates at the AGM. People nominated must be willing to serve if elected to office, and must be members in good standing of the Association before they are nominated. Further nominations shall be requested and may be moved from the floor of the AGM.

ARTICLE VI - OFFICERS AND THEIR DUTIES

  1. Officers shall be elected at an AGM and are not obliged to pay dues during their term in office. No officer shall receive any remuneration for duties performed on behalf of the Association, but may be reimbursed for reasonable expenses incurred while performing these duties.
  2. The term of an officer shall be three years. Time served as a replacement officer shall not be counted as part of such a term.
  3. Officers may be re-elected for an additional term of two years. No person shall continue in the same office for more than five consecutive years.
  4. Officers' terms begin at the end of the AGM at which they are elected, and conclude at the end of the AGM which elects their successors, unless they resign, or are removed from office by a majority vote of the body that elected them. Any retiring officer shall pass to his or her successor the records and materials pertaining to the conduct of his or her position.
  5. The officers of the Association shall be as follows:
    • a) President
    • b) Vice President
    • c) Treasurer
    • d) NSG Editor
    • e) Series Editor
    • f) Membership/Correspondence Secretary
    • g) Recording Secretary
    • h) Programme Convener
    • i) Office Manager
    • j) Technical Administrator
    • k) Past President
  6. The PRESIDENT is the chief executive officer, being responsible for the general supervision of the Association's affairs and ensures that all policies and actions approved by the general membership or by the Executive are properly implemented; presides at all meetings; if the President is unable to be present, he or she shall delegate this responsibility to another officer, usually the Vice President.
  7. The VICE PRESIDENT fulfills the duties of the President when that person is temporarily absent or otherwise unable to perform the duties of the office. Acceptance of this office implies willingness to be nominated as President at a future date.
  8. The TREASURER is responsible for the care and custody of the funds and other financial assets of the Association and for making payments for all approved expenses incurred by the Association. The Treasurer maintains books of the accounts which shall be made available for inspection by members at any reasonable time on request. At each AGM, the Treasurer shall present an audited account of the finances of the Association and a budget for the following fiscal year, which shall include any consequent recommendations for changes in the annual dues paid by members.
  9. The NSG EDITOR supervises the operation of The Nova Scotia Genealogist; coordinates the preparation and printing of The Nova Scotia Genealogist.
  10. The SERIES EDITOR reviews material and arranges for selected material to be published as occasional publications of the Association.
  11. The MEMBERSHIP/CORRESPONDENCE SECRETARY monitors/ascertains members' needs, sends notices such as renewal reminders to members as necessary, coordinates a volunteer list, and manages the regular correspondence of the Association.
  12. The RECORDING SECRETARY prepares, maintains, and distributes minutes for meetings of the general membership and of the Executive; notifies members of meetings. In case of absence, this officer shall provide a substitute.
  13. The PROGRAMME CONVENER arranges the lecture series and workshops of the Association and publicizes these.
  14. The OFFICE MANAGER is responsible for the general administration of the office and will act as the liaison person between the Executive and Support Personnel.
  15. The TECHNICAL ADMINISTRATOR will oversee the development and maintenance of the Association's computer and web based operations.
  16. The PAST PRESIDENT shall assist in the work of the Executive as may be agreed and is available to under-take any special duties assigned by the President or requested by the Executive or the general membership.

ARTICLE VII - DUES

  1. Dues shall be set annually at the AGM to take effect within the next calendar year.
  2. Dues shall not be refunded upon the death or resignation of a member.

ARTICLE VIII - EXECUTION OF INSTRUMENTS

  1. Any cheque, draft or bill of exchange shall be signed for the Association by two of the President, the Treasurer, the authorized Vice President.
  2. Instruments payable to the Association may be endorsed for deposit by any one of those same officers.
  3. The Association shall not incur debts by borrowing money unless prior approval for such an action has been obtained by passage of a motion by a majority of votes cast at a general meeting, provided that notice of this motion has been communicated to the membership prior to the general meeting.
  4. The seal of the Association shall be kept by the Treasurer, and shall be used when required by law, or as the Executive shall determine.

ARTICLE IX - COMMITTEES

  1. The Executive and the AGM may create, enlarge, reduce or discontinue any committee at its discretion. Each standing committee shall have its terms of reference. Committee conveners shall report to the Executive and the AGM. All committees shall have the power to add members.
  2. A quorum for all committee meetings shall be a majority of the voting members of the committee.
  3. Ad hoc committees (such as a Nominating Committee) may be appointed as required.

ARTICLE X - AMENDMENTS

  1. These By-Laws or any part thereof may be amended by approval of a special resolution by a three-fourths majority of votes cast at a general meeting, provided that sufficient notice is given for such a special resolution.

ARTICLE XI - RULES OF ORDER

  1. The rules contained in the current edition of Robert's Rules of Order Newly Revised shall govern the Association in all cases to which they are applicable and in which they are not inconsistent with these By-Laws and any special rules of order the Association may adopt.

ARTICLE XII - REMINDERS

  1. The Executive shall comply with the following provisions of the Societies Act:
    • a) Maintain a register of its members.
    • b) Call an annual meeting every year within the proper time.
    • c) File with the Registrar of Joint Stock Companies, fourteen days after the annual general meeting, a statement in the form of a balance sheet showing general particulars of the Association's liabilities and assets and a statement of its income and expenditure in the preceding year audited and signed by its auditor or, if there is no auditor, by two directors,
    • d) File with the Registrar with its annual statement a list of its officers, with their addresses, occupations and dates of appointment or election, and, within fourteen days of a change of officers, notify the Registrar of the change.
    • e) File with the Registrar a copy of every special resolution within fourteen days after the resolution is passed.
    • f) File with the Registrar notice of situation of the registered office of the Association and of every change of that office within fourteen days of the change.
    • g) Pay to the Registrar the annual registration fee, in the month in which the anniversary of its incorporation occurs.
    • h) Furnish to a member at his or her request, and on payment of such fee, not exceeding fifty cents, a copy of the memorandum of association and the by-laws.

For information on membership, publications and general inquiries
please E-mail: gans at chebucto.ns.ca

Copyright © 2011 GANS