Update, April 27, 2008: The AFHS Board approved some changes to its bylaws at the March 2008 meeting. These will be voted on at the AGM on May 5. Members are encouraged to familiarize themselves with these changes before voting on them. Click here to view the proposed changes in PDF format.

OBJECTS

The objects of the "Alberta Family Histories Society" are as follows:

To promote the study of family history and genealogical research;
To encourage and instruct members in accurate and thorough family history research;
To assemble, preserve, print and publish information relevant to family history study;
To raise funds for any of the foregoing objects, and to accept donations, gifts, legacies and bequests;
To use any profits or other accretions to the Society in promoting its objects without material gain for its members.

ALBERTA FAMILY HISTORIES SOCIETY
BY-LAWS

Article 1	Name and Head Office
Section 1	The society shall be known as the "Alberta Family Histories Society" hereinafter referred to as the Society.
Section 2	The head office of the Society shall be located in the greater Calgary, Alberta area.
Article II	Membership
Section 1	There shall be five paid classes of membership in the Society; Individual Family (two or more members living at the same address) Institutional Senior Individual (65+) Senior Family (either party over 65)
Section 2.1	Membership shall be open to a person or persons who remits the current membership fees, and shall be considered a member in good standing.
Section 2.2	Any member in good standing (see ARTICLE II, Sec. 2.1 and Sec 2.3) is entitled: to attend and vote at any General Meeting of the Society; to stand for any Society office; to inspect the books and records of the Society at the Society's library at a mutually agreeable time upon written application to the Board of Directors.
Section 2.3	Any member who allows his/her membership to lapse, resigns, withdraws, or is expelled from membership in the Society shall forfeit all rights to or claims upon the funds and effects of the Society, and shall no longer be a member in good standing.
Section 3.1	Institutional membership shall be open to those institutions and organizations with similar or complementary objectives, e.g. museums, libraries, archives, historical and genealogical societies, educational institutions etc. Such membership shall be non-voting and shall not hold office.
Section 3.2	Honorary memberships may be granted by decision of the Board of Directors to an individual who has made an extraordinary contribution to the cause of family history and the objects of the Society. Such member shall be considered a member in good standing.
Section 4.1	Any member wishing to withdraw from membership may do so upon a notice in writing to the Board of Directors through its Secretary.
Section 4.2	Any member of the Society, upon recommendation of the Board of Directors and passage of a Special Resolution at either an Annual General Meeting or a Special General Meeting, may be expelled from membership for any cause which the Society may deem reasonable. (See ARTICLES VII, Sections 1.3 and 2.3 and 2.4)
Section 4.3	Upon the death of a member his or her membership number shall be retired.
Article III	The Board of Directors
Section 1.1	The Board of Directors shall consist of the following elected members: Immediate Past Chair Chair Vice-Chairs (two) Recording Secretary Treasurer Up to four Directors-at-Large, who may be representatives of Special Interest Groups or interested members of the Society, and the following appointed Directors: Membership Secretary Chairs of the Standing Committees. (see Section 1.3.)
Section 1.2	The elected members of the Board of Directors shall appoint a Membership Secretary. This appointment shall be ratified at the next General Meeting following the appointment.
Section 1.3	The elected members of the Board of Directors annually shall appoint Chairs of the following Standing Committees, as appropriate: Library Program/Education Projects Publications Public Relations Seminar These appointees shall become members of the Board of Directors and their appointments shall be ratified at the next General Meeting following the appointment.
Section 1.4	The Board of Directors shall appoint a Vice-Chair of the Board of Directors to be the Chair of the Standing Committee on Finance and Budget.
Section 1.5	The Board of Directors may create such additional Standing and Ad Hoc Committees and Special Interest Groups from time to time as it deems necessary.
Section 1.6	The Board of Directors shall meet regularly, at least five times per year.
Section 1.7	The quorum for a Board of Directors meeting shall consist of three executive members, plus three other Directors.
Section 1.8	Each member of the Board of Directors shall be entitled to one vote.
Section 1.9	The Chair shall vote only when there is a tie.
Section 2.1	The Executive of the Board of Directors shall consist of the following officers: Immediate Past Chair Chair Vice-Chairs (two) Recording Secretary Treasurer
Section 2.2	The Executive will meet at the call of the Chair.
Section 2.3	The quorum for an executive meeting shall consist of three officers.
Section 2.4	The Chair shall vote only when there is a tie.
Section 2.5	The Executive shall act on behalf of the Board of Directors when necessary and shall report its action(s) to the next Board of Directors Meeting.
Section 3	The Board of Directors, subject to the By-laws or directions given to it by a majority vote of any General Meeting, properly called, shall have full control and management of the affairs of the Society, and custody and control of all its property of whatever kind.
Section 4	Any member of the Board of Directors may, upon passage of a Special Resolution at either an Annual General Meeting or Special General Meeting, be expelled from membership on the Board of Directors for any cause which the Society may deem reasonable.
Section 5	Members of the Board of Directors shall serve without remuneration.
Article IV	Duties of Members of the Board of Directors
	Chair
Section 1	The Chair shall be responsible for: Performing the functions of the Chief Officer of the Society; Being an ex-officio member of all committees; Signing all written contracts and obligations of the Society, or giving power of attorney for signing such documents as the Board of Directors may approve.
	Immediate Past Chair
Section 2	The Immediate Past Chair shall have such responsibilities as may be mutually agreed upon with the Chair and other members of the Board of Directors.
	Vice Chairs
Section 3.1	In the absence of the Chair, a Vice-Chair shall assume the role of Chair.
Section 3.2	A Vice-Chair shall be appointed by the Board of Directors to be Chair of the Finance Committee.
Section 3.3	Vice-Chairs shall have such other responsibilities as may be mutually agreed upon with the Chair and the other members of the Board of Directors.
	Recording Secretary
Section 4	The Recording Secretary shall be responsible for: Maintaining an accurate and adequate record of proceedings of all meetings of the Society, including meetings of the Board of Directors and of the Executive; Such correspondence as is directed by the Chair; Distributing copies of minutes to members of the Board of Directors prior to the subsequent Board of Directors meeting; Ensuring that the required annual reports are submitted to the Registrar of Companies, and copies kept with the minute book; The custody and use of the Society's seal and certificate of incorporation; Maintaining a file of current and previous By-laws, and Policies and Procedures as instructed by the Board of Directors, and other records as appropriate.
	Treasurer
Section 5.1	The Treasurer shall be responsible for: All financial transactions of the Society; receiving of all funds paid to the Society and depositing same in whatever financial institution the Board of Directors may approve; Properly accounting for all funds of the Society and keeping such books as may be required; Presenting the Board of Directors with a fully detailed account of the receipts and disbursements whenever requested; Presenting at each Annual General Meeting a duly audited financial report reflecting all financial transactions occurring since the previous report, including the assets and liabilities of the Society at the time of the report; a copy of which shall be given to the Recording Secretary for inclusion in the record of proceedings of the Annual General Meeting.
Section 5.2	With the exception of the Library materials, all real or personal property of the Society and all such property in the future acquired out of Society funds, or acquired by gift, shall be placed in the custody of the Treasurer. The Treasurer may entrust any such property to the Chair of an appropriate Committee or Special Interest Group, who shall be responsible for the care and return of such property or to account to the Treasurer for its use or disposition.
Section 5.3	The Treasurer shall be a member of the Finance and Budget Committee.
	Membership Secretary
Section 6.1	The Membership Secretary shall be responsible for: Keeping a register of the Society's members, the names of the applicants for incorporation and the name of every other person who is admitted as a member of the Society, together with the following particulars of each person: The full name, residential and mailing addresses, The date on which the person is admitted as a member, The date on which the person ceases to be a member, The class of membership of the person; Making the register of the Society's members available to the membership at all meetings of the Society; Providing a member of the Society with a copy of the register, the annual list of members or excerpts therefrom, within a reasonable time of receipt of the members request at a cost to the member not exceeding 25 cents for every 100 words to be copied; Promptly turning over to the Treasurer all receipted membership fees; All correspondence concerning Society membership.
Section 6.2	The Membership Secretary shall be a member of the Nominating Committee.
	Directors-at-Large
Section 7.	Directors-at-Large shall have such responsibilities as may be mutually agreed upon with the Chair and the other members of the Board of Directors.
Article V	Period of Office of the Board of Directors
Section 1	A member of the Board of Directors elected at the Annual General Meeting shall assume office immediately following conclusion of the Annual General Meeting.
Section 2.1	All elected members of the Board of Directors shall hold office for a period of one (1) year.
Section 2.2	Such members may be elected to the same position for three (3) successive years, and may be re-elected to that position after a lapse of one year.
Section 3	A member may be elected Treasurer for a maximum of five (5) successive years, and may be re-elected to this position after a lapse of one (1) year
Section 4	The Immediate Past Chair shall serve a term of one year.
Section 5	The Membership Secretary and the appointed Chairs of Standing Committees shall hold office at the discretion of the Board of Directors.
Article VI	Nominations and Elections
Section 1.1	An Ad Hoc Nominating Committee shall: Be struck by 30 January prior to the Annual General Meeting; Consist of the current Past Chair (or another Past Chair), the Membership Secretary and three (3) members appointed by the Board of Directors (not of the Board of Directors); Elect a Committee Chair from among their number; Present a slate of nominees for elected offices to a Board of Directors Meeting and to a General Meeting, both at least one month prior to the Annual General Meeting.
Section 1.2	Any member of the Ad Hoc Nominating Committee who wishes to accept a nomination to contest the election must resign from the Committee.
Section 2	Nominations of candidates for the Board of Directors also may be made by voting members of the Society other than The Nominating Committee. Such nominations shall be submitted in writing to the Chair of the Nominating Committee of the Society not later than fourteen (14) days prior to the date of the Annual General Meeting, and must bear the signatures of two (2) members in good standing in the Society, as well as the signature of the nominee attesting to the acceptance of his/her nomination, as well as the office for which they are nominated.
Section 3	Officers and Directors-at-Large of the Board of Directors shall be elected by a majority vote at the Annual General Meeting. The election shall be conducted by secret ballot providing there is more than one candidate contesting an elected office.
Section 4	Any vacancies within the Board of Directors that occur between Annual General Meetings may be filled with appointments made by the Board of Directors. Such appointments shall be ratified at the next General Meeting following the appointment.
Section 5	Each member of the Board of Directors and the Chair of a Committee or Special Interest Group, upon retiring from his/her office shall pass on to his/her successor or the Treasurer, any materials pertinent to the office or position he/she held, including any materials belonging to the Society.
Article VII	Meetings
	Annual General Meeting
Section 1.1	An Annual General Meeting of the Society shall be held in the month of May or the first fourteen (14) days of June, the exact time and location to be designated by the Board of Directors.
Section 1.2	At such time a full statement of the affairs of the Society, including a budget for the forthcoming year, shall be presented in written form.
Section 1.3	A quorum shall consist of a quarter of the members in good standing or fifty members, whichever is least.
Section 1.4	An auditor for the Society shall be appointed at each Annual General Meeting, and financial records of the Society shall be audited at least once each year, prior to the Annual General Meeting
Section 1.5	Written notice of the date, time and place of the Annual General Meeting shall be made available to all members in good standing at least twenty-one (21) days prior to the meeting.
	Special General Meeting
Section 2.1	A Special General Meeting may be called by the Board of Directors on its own initiative, or shall be called on written petition by twenty percent (20%) of the members in good standing.
Section 2.2	Written notice of the date, time and place of the Special General Meeting shall be made available to all members in good standing at least twenty-one (21) days prior to the meeting.
Section 2.3	A quorum shall consist of a quarter of the members in good standing, or fifty members, whichever is the least.
Section 2.4	A Special Resolution shall pass provided that not less than seventy-five percent (75%) of those present vote in favour.
Article VIII	Finance and Budget
	Finance
Section 1.1	All cheques, acceptances, drafts, orders, and other obligations and securities for payment of money out of the Society's funds shall be signed by any two of the following: Chair Chair of the Finance and Budget Committee Vice-Chair Treasurer
Section 1.2	The Fiscal year of the Society shall be from 1 April to 31 March the following year.
Section 1.3	All those handling Society funds shall adhere to the Financial Policies and Procedures established from time to time by the Board of Directors on recommendation of the Finance and Budget Committee.
	Finance and Budget Committee
Section 2.1	The Finance and Budget Committee shall consist of A Chair who shall be a Vice-Chair of the Board of Directors The Treasurer Another member of the Board of Directors Two or more members of the Society, appointed by the Board of Directors (but not of the Board of Directors).
Section 2.2	Duties of this Committee shall include: Determining the needs of the Society for the upcoming fiscal year and preparing and presenting a proposed budget to the Board of Directors. Upon recommendation by the Board of Directors, this shall then be submitted to the Annual General Meeting for final approval; Monitoring the financial health of the Society, its Committees and Special Interest Groups; Being responsible for recommending to the Board of Directors any proposed changes in the fee structure; Reviewing all fund-raising proposals, and making recommendations to the Board of Directors; Providing financial advice to Committees and Special Interest Groups as requested; Monitoring actual vs. budgeted expenditures of the Society.
Article IX	Special Interest Groups
Section 1	The Board of Directors may authorize the formation of Special Interest Groups (SIGs). The purpose of such Special Interest Groups will be to pursue specific genealogical areas of interest.
Section 2	All Special Interest Groups shall adhere to the By-laws, Policies and Procedures established from time to time by the Society.
Section 3	Special Interest Groups will report regularly; at least annually, to the Board of Directors and members of the Society.
Section 4	A representative of each Special Interest Group may attend Board of Directors meetings on a non-voting basis.
Article X	Rules of Order, By-laws and Policies and Procedures
	Rules of Order
Section 1	The business of the Society shall be conducted in accordance with Bourinot's Rules of Order by Sir John George Bourinot. (Fourth Edition, revised by Geoffrey H. Stanford, McClelland and Stewart Limited, 1995), provided they are not inconsistent with the By-laws.
	By-laws
Section 2.1	The enactment of these By-laws and any repeal, amendments, or re-enactment of the By-laws shall be confirmed by at least seventy-five percent (75%) of the votes cast at an Annual General Meeting or a Special General Meeting of the Society, and can only be passed by a Special Resolution as defined in the Societies Act of the Province of Alberta.
Section 2.2	The calling of the Annual General Meeting or Special General Meeting at which a By-law is to be enacted, repealed or re-enacted, shall state therein the purpose of the meeting and where such proposed By-law changes can be viewed. (See also ARTICLE VII, Sections 1.5 and 2.2)
Section 2.3	A record of current and previous By-laws shall be retained by the Recording Secretary.
Section 2.4	The Board of Directors shall direct publication and distribution of the Society's current By-laws. The maximum interval between By-law reviews and/or redistribution shall be five (5) years.
	Policies and Procedures
Section 3.1	The Board of Directors shall establish, amend or repeal Policies and Procedures for the conduct of all business of the Society, its Committees and Special Interest Groups, not specifically provided for in these By-laws.
Section 3.2	A record of the Policies and Procedures shall be retained by the Recording Secretary.
Section 3.3	Current Policies and Procedures shall be distributed to all Board of Directors Members, Committees and Special Interest Groups.
Article XI	Borrowing Powers
Section 1	For the purpose of carrying out its objects, the Society may borrow or raise or secure the payment of money in such a manner as it thinks fit, and in particular by the issue of debentures, but this power shall be exercised only under the authority of the Society, and in no case shall debentures be issued without the sanction of a Special Resolution of the Society.
Article XII	Dissolution
Section 1	In the event of Dissolution of the Society, and after payment of all debts and liabilities, the remaining assets of the Society shall be transferred for safekeeping to any institution or organization dealing with the preservation of historical, genealogical and personal or family histories source material, as determined by the membership of the Society at the time of dissolution, and who will undertake to conform to Section 2 (below), such undertaking to be in writing.
Section 2	If the Society should be re-activated within five (5) years from the date of dissolution, those assets of the Society entrusted to the institution or organization chosen in ARTICLE XII, Section 1, shall be turned over to the re-activated Society by the said institution or organization. If, however, re-activation does not take place within the stipulated five (5) years, those assets of the Society entrusted to the institution or organization chosen in ARTICLE XII, Section 1, will become the property of the said institution or organization.

(By-laws approved at AGM June 2000 and officially approved and filed by the Registrar of Corporations, Province of Alberta, 30 Oct.2000.)

AFHS Bylaws

Proposed Bylaw Changes

OBJECTS

ALBERTA FAMILY HISTORIES SOCIETY BY-LAWS

ALBERTA FAMILY HISTORIES SOCIETY
BY-LAWS