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AAGG Bylaws

ARTICLE 1 – NAME 

Section 1: The name of this nonprofit organization shall be the AFRICAN AMERICAN GENEALOGY GROUP (AAGG) of Philadelphia.  

ARTICLE 2 – PURPOSE

Section 1: To encourage and support African American genealogical research.

Section 2: To assist individuals and families in acquiring and documenting information about their histories.

Section 3: To aid members in their research through workshops, lectures, films and field trips.

Section 4: To encourage the publication of members’ research and findings. 

Section 5: The organization is organized exclusively for charitable, religious, educational, and/or scientific purposes under section 501 (c) (3) of the Internal Revenue Code.

Section 6: The organization’s fiscal year begins July 1st and ends June 30th.

ARTICLE 3 – MEETINGS

Section 1: Executive Board Meetings

  • Purpose: An experienced group of leaders focused on determining and carrying out the business decisions, focus and direction of the organization.
  • Frequency of Meetings: The following meetings shall be held as noted:
    • Regular meetings of the Executive Board shall be held at least 10 days prior to the scheduled general meeting from September thru June.
    • The Executive Board shall have at least one (1) annual planning meeting to be held prior to the September General Meeting.
  • A quorum (the number of members required to be present) to transact business of the Executive Board shall consist of a majority of those entitled to a seat on the board.
  • The officers and appointed chairpersons of standing and ad hoc committees are expected to attend Executive Board meetings.

Section 2: Annual Planning Meetings

  • Purpose: To determine the goals, initiatives and programs for the upcoming programmatic year.
  • Frequency of Meetings: At least once a year prior to the start of the new programmatic year, generally during the summer break.
    • Annual budgets and summarized yearly reports from each Committee Chair will be due.
    • Annual reports should be submitted to the Recording Secretary and Archivist. 
  • Annual budgets should be submitted to the Treasurer.
  • The Exec Board shall review all committee policies and procedures annually during the planning meeting.
    • All committee policies and procedures should permanently live in the shared drive folders, as determined by the Tech Committee.

Section 3: General Business Meetings

  • Purpose: To carry out the business of the organization without a program segment, and to hear directly from the committee chairs and Executive Board about the business elements of the organization. To carry out any actionable business requiring a vote by the Membership.
    • This is a members-only meeting.
  • Frequency of Meetings: At least three (3) meetings should occur at the beginning, middle and end of the programmatic year, not excluding any other Business meeting as determined by the Executive Board.
    • The September General Meeting should be a Business meeting, and Kick Off that discusses what has been covered in the Planning meeting.
  • Voting Eligibility
    • All members who paid for Individual memberships or are the primary member of a Family membership are eligible to vote. Family Memberships only receive one vote as a unit. Members must have completed the online or print registration and submitted payment to be considered eligible. 
    • Voting must be documented and tallied by the Recording Secretary and Treasurer. The Vice President will serve as backup in case either the Recording Secretary and/or Treasurer are absent.
    • The Recording Secretary will maintain records of all business decisions that are voted on by the Membership.

Section 4: General Program Meetings

  • Purpose: To support, assist, aid and encourage individuals and families in genealogical research with a focus on African American experiences.
  • Frequency of Meetings: Once a month from October to June each programmatic year.

Section 5: States Group Meetings (renamed Genealogy Special Interest Group)

  • Purpose: Designed so that members can meet other people with similar interests and provide an additional education opportunity for members. AAGG tries to make these meetings a bit more informal than our regular programs, with lots of time for discussion and interaction. 
  • Frequency of Meetings: The first Saturday of each month during the programmatic year, optionally during the summer at the discretion of the Chair.

ARTICLE 4 – MEMBERSHIP

Section 1: Active membership requires the member to pay annual dues. There are no other qualifying requirements. Each active membership receives full voting rights except Family membership, which receives one vote as a unit. The individual completing the membership for the family will represent and speak for the family for this and other contacts with AAGG. These are the types of active memberships:

  • Individual: Standard membership for one person
  • Senior: Individuals aged 55 and over
  • Family: Membership for up to two (2) adult individuals in the same household with the same mailing address. Eligible for one vote
  • College Students: Individuals aged 17-26, must provide copy of a current college photo ID
  • Lifetime: Lifetime membership requires a one-time payment of $500. A lifetime member receives full voting rights. This membership is not transferable.

Section 2: Membership dues shall be payable to AAGG. Memberships are valid for one year and must be renewed annually, with the exception of Lifetime memberships. 

  • Membership fees
    • Individual: $40
    • Senior: $35
    • College Student: $25
    • Family: $70 
  • All members will be reminded in writing when it is time to renew their dues to AAGG – at least 30, 14, 7, 1 day(s) before the annual renewal date. Members who fail to renew their membership will become inactive from the membership roll.

Section 3: Lifetime Membership

  • Lifetime Membership Categories: Lifetime memberships can be either purchased or gifted to a member based on specific criteria.
    • Purchased Membership
      • Member may purchase a Lifetime membership with a one-time payment of $500 (Article 4, Section 1)
      • Member shall complete a Lifetime membership application and submit a one-time payment of $500
      • Lifetime Membership is tax-deductible
      • Lifetime Membership receives full voting rights
      • Lifetime Members shall receive a Lifetime Membership Gold Certificate
    • Nominated Gifted Membership: A member may be nominated for a Lifetime Membership based on the following criteria:
      • Nominee shall be financial and an active member
      • Nominee shall have been an active member for no less than 5 years
      • Nominee shall have contributed continuous outstanding service towards the mission statement of the organization
      • Nominee shall have served as a member of the Executive Board, or served on Standing Committee or served on an Ad Hoc Committee
      • Nominee must be nominated by a current financial member
      • Nominating member shall complete a Nomination Application and submit to the Executive Board for consideration
      • Executive Board shall review Nomination Application and determine if nominee has met the designated criteria and grant Lifetime Member status
      • Gifted Lifetime Membership receives full voting rights
      • Gifted Lifetime Membership is tax-deductible
      • Gifted Lifetime Membership cannot be transferred
      • A member cannot self-nominate
      • Gifted Lifetime Member shall receive a Lifetime Membership Gold Certificate
    • Nominated Gifted Membership Timeline
      • Nomination applications will be accepted during the 5-year period between anniversary celebrations. New Lifetime Membership recipients shall be awarded every 5 years to coincide with the AAGG Anniversary Celebration event.
      • Lifetime Membership Nomination Applications shall be submitted no later than June 30th of the Anniversary Celebration event year of the designated Anniversary year
  • The Executive Board shall award no more than 3 Gifted Lifetime Memberships per Anniversary cycle.
  • The Gifted Membership Nomination application will be available as an online form and downloadable document. The downloadable version will need to be printed and submitted to the Executive Board via the organization’s postal mailbox. The online version will be sent to the entire Executive Board via email upon submission.

ARTICLE 5 – THE EXECUTIVE BOARD

Section 1: The Executive Board shall consist of the elected officers and all appointed standing committee chairs.

Section 2: The Executive Board duties shall include:

  • Act for the organization in emergencies between regular meetings and during the summer months when regular meetings are not held.
  • Hear all issues that relate to the operation of the organization.
  • Enforce committee deadlines and review committee reports.
  • Make recommendations to the general membership.
  • Approve the usage of logo or name of organization on products and materials.

Section 3: Scheduling Meetings

  • Regular meetings of the Executive Board shall be held at least 10 days prior to the scheduled general meeting.
  • A quorum (the number of members required to be present) to transact business of the Executive Board shall consist of a majority of those entitled to a seat on the board.
  • The appointed chairpersons of standing committees and chairpersons of Ad Hoc committees are expected to attend Executive Board meetings.
  • The Executive Board shall have at least one (1) annual planning meeting to be held prior to the September general meeting.

Section 4: Finances

  • The Executive Board shall designate the bank(s) or depositories where AAGG funds shall be held.
  • The Executive Board shall designate three officers who will be authorized to sign checks. Checks will require the signature of at least two of these officers.
  • Vouchers will be provided to committee chairs for reimbursement for any expenses incurred in the course of the business of the organization. Vouchers may be submitted either electronically or via manual documentation for reimbursement. Any member who requires reimbursements for approved AAGG expenses may request payment via either PayPal or business check.
    • Should PayPal be selected as the preferred payment method, members will be required to provide an email address associated with a valid PayPal account. It is the prerogative of the member to determine how they would like their funds transferred to their personal bank accounts. AAGG is not responsible for any fees associated with transferring funds from PayPal accounts to member bank accounts.

Section 5: Compensation

  • The Executive Board shall receive no pay, fee or compensation for their service on the Executive Board. Nothing herein contained shall be construed to preclude any Executive Board member from receiving reimbursement for reasonable expenses incurred in the performance of his or her duties as an Executive Board member, or reasonable compensation for other services to the organization.

ARTICLE 6 – ELECTED OFFICERS 

Section 1: There shall be the following elected officers:  President, Vice President, Recording Secretary, Corresponding Secretary, and Treasurer.

Section 2: The officers shall serve a two-year term. No officer shall serve more than two consecutive elected terms in the same office unless – for the continuity of the organizational structure:

  • No candidate comes forward to accept the vacant position, and the current position holder is willing to accept another term; and/or 
  • The expertise of the current position holder warrants he/she, if agreed, to remain with the position until a replacement can be found. The term for this extended period shall be only two years.

Section 3: Qualifications

  • President
    • Should be a current, paid member for ideally four (4) years.
    • Should be knowledgeable about the Bylaws.
    • Commitment or committed to genealogy and genealogical research.
    • Experienced genealogist.
    • Held a previous AAGG office or committee chair, or demonstrated leadership ability.
    • Good communication skills (verbal & written).
    • Must be willing to regularly check email.
  • Vice President
    • Should be a current, paid member for ideally four (4) years.
    • Should be knowledgeable about the Bylaws.
    • Commitment or committed to genealogy and genealogical research.
    • Experienced genealogist.
    • Held a previous AAGG office or committee chair, or demonstrated leadership ability.
    • Must be available and ready to be acting President.
    • Good communication skills (verbal & written).
    • Must be willing to regularly check email.
  • Treasurer
    • Should be a current, paid member for ideally four (4) years.
    • Should be knowledgeable about the Bylaws.
    • Commitment or committed to genealogy and genealogical research.
    • At least four (4) years experience in corporate &/or organizational financial accounting.
    • Must be very proficient with technology &/or willing to learn about online recordkeeping, financial software, spreadsheet software/applications, electronic payments.
    • Must have a desktop or laptop computer to utilize financial software and spreadsheet software.
    • Cannot have a criminal record.
    • Must be willing to be bonded annually and pass a background check.
    • Good communication skills (verbal & written).
    • Must be willing to regularly check email.
    • Must be able to conduct business at a TD Bank location. 
  • Corresponding Secretary
    • Should be a current, paid member for ideally four (4) years.
    • Should be knowledgeable about the Bylaws.
    • Commitment or committed to genealogy and genealogical research.
    • Good communication skills (verbal & written).
    • Good listening skills.
    • Must be willing to travel to the post office weekly.
    • Must be willing to regularly check email.
  • Recording Secretary
    • Should be a current, paid member for at least one (1) year.
    • Should be knowledgeable about the Bylaws.
    • Commitment or committed to genealogy and genealogical research.
    • Good communication skills (verbal & written).
    • Good listening skills.
    • Must be willing to distribute regular communications with Board members.

Section 4: An officer who does not comply with assigned responsibilities may be relieved of office by a majority vote of the Executive Board. Appointment of a replacement shall be made by the President, with the approval of the Executive Board.

Section 5: When an elected officer has missed three consecutive Executive Board meetings, the President and/or Vice President must bring this to the attention of the Executive Board.

Section 6: Upon taking office, all officers will receive from the Vice President a detailed written description of the duties, obligations and procedures of their specific office.

  • Transition of Office
    • Each officer and committee chairperson shall turn over all AAGG records to their successor following the elections, and prior to the planning meeting, with copies being provided to the archives.
      • All records must be uploaded to the appropriate organizational folders by June 30th, and email access will be terminated by June 30th.
      • Incoming Officers must have access to AAGG email accounts and organizational documents by July 15th.

Section 7: Elected officers are required to attend all Executive Board meetings. Any officer unable to attend a regular meeting should notify the President and Executive Board of their upcoming absence in writing, which includes but is not limited to email and text communications. 

Section 8: All elected officers are expected to attend any general business meetings, when the official business of AAGG is being conducted. If an officer is unable to attend a general membership meeting, they must notify the President and Executive Board of their upcoming absence in writing.

Section 9: When an elected officer has missed three (3) consecutive general business meetings, the President and/or Vice President must bring this fact to the attention of the Executive Board.

Section 10: Extended Leaves of Absence

  • Should an officer, for whatever reason, need to take an extended leave of absence they must notify the President and Executive Board of their upcoming absence in writing, which includes but is not limited to email and text communications.

ARTICLE 7 – DUTIES OF OFFICERS

Section 1: The President shall:

  • Be the principal executive officer with responsibility for general supervision of the affairs of the organization, being guided by the wishes of the Executive Board and the Bylaws.
  • Preside at all meetings of the Executive Board, general business and program meetings of the organization and at any special meetings; the exception will be the Nominating Committee and their subcommittees. 
  • Appoint all committee chairs (Standing and Ad Hoc) as needed.
  • Make interim appointments as needed.
  • Sign all checks with the Treasurer.
  • Serve as an ex-officio member of all committees except the Nominating Committee.
  • Call special meetings when necessary.
  • Prepare and distribute agenda for Executive Board, general business and program meetings.
  • Represent the group as its official delegate to conferences, meetings, civic and social events, etc.
  • Approve the circulation of all correspondence. 
  • Provide to the Executive Board and the archivist an annual report that summarizes goals, accomplishments, and recommendations to be presented at the planning meeting.

Section 2: The Vice President shall:

  • Perform the duties of the President in (his/her) absence, or inability, or refusal to serve, and shall perform such duties as the President or the Executive Board may delegate.
  • Automatically become President, upon the death or resignation of the President, and will hold the seat until the end of the current term of office.  
  • Assist the President in the performance of his/her duties.
  • Work closely with the President and, thereby, acquire a thorough knowledge of all activities and programs.
  • Notify new &/or incoming elected officers and committee chairs of their duties and the functions of their committee in writing. 
  • Handle committee assignments as delegated by the President.
  • Attend events or activities as delegated by the President to represent AAGG.
  • Provide to the Executive Board and the archivist an annual report that summarizes goals, accomplishments, and recommendations to be presented at the planning meeting.

Section 3: The Recording Secretary shall:

  • Keep official minutes, accurately and in detail, of all Executive Board meetings as well as other meetings designated by the President.
  • Maintain a permanent file of all meetings, i.e. Executive Board, general business and program meetings, and special meetings.
  • Maintain a permanent digital and physical file of written monthly reports of all officers and committee chairpersons. 
  • Be responsible for editing, neatly organizing minutes and certain correspondence, as they become a part of the official permanent records; and to be stored in the archives at the end of the fiscal year. 
  • Read minutes in an organized manner when requested.
  • Distribute minutes to the President and the Executive Board.
  • Keep a record of attendance of members attending the Executive Board Meeting. 
  • Provide to the Executive Board and the archivist an annual report that summarizes goals, accomplishments, and recommendations to be presented at the planning meeting.

Section 4: The Corresponding Secretary shall:

  • Prepare, type, and mail/email group correspondence and information.
  • Present a synopsis of correspondence at Executive Board Meetings.
  • Be willing to assist any officer or committee chair with their correspondence.
  • Perform other duties as directed by the President and approved by the Executive Board.
  • Preside over meetings in the absence of the President and Vice President.
  • Be responsible for receiving, opening, handling, and distributing all forms of communications pertaining to AAGG. All communications shall be responded to within one week of receipt of the same. 
  • Provide to the Executive Board and the archivist an annual report that summarizes goals, accomplishments, and recommendations to be presented at the planning meeting. 

Section 5: The Treasurer shall:

  • Receive all funds and dues of the organization.
  • Deposit all funds in such banks, trust companies, or other depositories as directed by the President and approved by the Executive Board.
  • Keep a record of all receipts and expenditures.
  • Prepare and present an itemized monthly financial report to the Executive Board and the membership. 
  • Prepare specific reports upon request for clarity.
  • Provide the Membership & Technology Committee with a list of new members, at least monthly, who pay via personal check &/or US money orders.
  • Pay all bills as authorized by the Executive Board. 
  • Have some knowledge of the proper procedure for handling finances, and financial forms.
  • Follow an orderly method of recording income and expenditures, including sources for both.
  • Reconcile bank statements on a monthly basis.
  • Issue receipts for all monies received outside of the online membership system, and maintain a duplicate receipt book.
  • Maintain a cash disbursement journal.
  • Issue checks and pay all authorized expenses upon receipt of an approval voucher signed by the President.
  • Maintain a current list of paid members and work closely with the Membership Committee.
  • Prepare an annual budget and present the budget to the Executive Board for approval.
  • Have an independent audit done annually. 
  • Provide to the Executive Board and the archivist an annual report that summarizes goals, accomplishments, and recommendations to be presented at the planning meeting.

ARTICLE 8 – COMMITTEES

Section 1: Define each committee type

  • Standing Committees
    • Appointed by the President
    • Permanent committees that provide a critical &/or integral function or fulfill our mission statement
    • Chairs make up the Executive Board
    • Meet with regularity
    • Have full voting rights
    • Develop and submit annual budgets and produce monthly reports
    • Has full access to Membership DL
  • Non-Standing Committees
    • Ad Hoc Committees are:
      • Appointed by the President
      • Essential function to the organization
      • Time-limited or will have high periods of inactivity
      • Are not a part of the Executive Board, do not vote, and cannot count toward quorum
      • Should provide reporting of expenses and activities
      • Does not have full access to Membership DL
    • Subcommittee are:
      • Non-essential function of an existing Standing Committee
      • Are not a part of the Executive Board, do not vote, and cannot count toward quorum
      • Does not have full access to Membership DL
      • Chairs will work with subcommittee chairs to develop a budget for the Standing Committee, including its subcommittee.
      • Should provide reporting of expenses and activities

Section 2: Standing Committees

  • The President shall appoint Chairpersons for the following committees:  Archives Committee, Audit Committee, Bylaws Committee, Fundraising Committee, Genealogy Special Interest Group, Membership Committee, Mentor Committee, Newsletter Committee, Nominating Committee, Program Committee, Publicity Committee, Speakers Bureau, Sunshine Committee, and Technology Committee. 
  • Standing committee chairpersons are also members of the Executive Board with full voting responsibilities and are expected to attend all scheduled Board Meetings and submit an oral and written report on committee activities each month. Chairpersons may be removed from their positions for cause by the President with the approval of the majority of those entitled to sit on the Executive Board.
  • Policies and Procedures
    • Standing committee chairpersons may develop policies and procedures for the benefit and management of their committees. Chairs are required to discuss and provide copies of the procedures for incoming chairperson(s).
    • The Exec Board shall review all committee policies and procedures annually during the Planning Session.
    • All committee policies and procedures should permanently live in the shared drive folders, as determined by the Tech Committee.
  • Expenses and Reimbursement
    • In adherence with Article 9, no committee chair shall authorize or expend more than seventy-five dollars ($75.00) on any single product or service without the prior, explicit approval of the Executive Board. Any expenditure exceeding this amount must be presented to the Executive Board for review and may only be authorized by a majority vote of the Board. 
    • Committee chairs are responsible for maintaining accurate records of all expenditures and for submitting receipts and documentation to the Treasurer in accordance with the organization’s financial policies. No member will be reimbursed for unauthorized purchases.
  • Reporting
    • Standing committee chairpersons will submit budget forecasts to the Treasurer by the planning meeting for the following programmatic year.
    • Standing committee chairpersons will submit annual reports to the Executive Board and the archivist. 

Section 6: Standing Committees

  • Audit Committee
    • The committee is responsible for fulfilling the audit requirements established by the organization (Article X, Section X).
    • The committee shall consist of, at a minimum:
      • Two (2) Executive Board members
      • One (1) Non-Executive Board member
        • Qualifications (Non-Exec Board member):
          • Have some experience with financial statements and accounting
    • Audit to be conducted as of the fiscal year, June 30th.
    • Audit to be completed by the end of September.
    • Estimated time commitment to be 8 hours annually, 1 / quarter.
    • Provide to the Executive Board and the archivist an annual report that summarizes goals, accomplishments, recommendations, and an actual budget for the year just completed and a proposed budget for the new year. This report should be presented at the planning meeting.
  • Archives Committee
    • Locate, obtain, catalog and preserve resources, books and reference materials for AAGG library/archives.
    • Maintain the library for AAGG. 
    • Maintain a repository for family histories of AAGG members.   
    • Collect and preserve all publicity and materials concerning AAGG.
    • Write and update AAGG history and keep the history current.
    • All archival materials are the property of AAGG.
    • Provide to the Executive Board and the archivist an annual report that summarizes goals, accomplishments, recommendations, and an actual budget for the year just completed and a proposed budget for the new year. This report should be presented at the planning meeting.
  • Bylaws Committee
    • The Bylaws Committee is responsible for overseeing and maintaining the organization’s Bylaws and master document.
    • At a minimum the committee is required to maintain the Bylaws documents, and provide an updated version of the Bylaws at all times. 
    • Develop a schedule to periodically review the organization’s Bylaw documents.
    • All copies of Bylaws revisions must be signed and dated by the Executive Board to identify the language that has been submitted and approved by the Board.
    • Provide to the Executive Board and the archivist an annual report that summarizes goals, accomplishments, recommendations, and an actual budget for the year just completed and a proposed budget for the new year. This report should be presented at the planning meeting.
  • Fundraising Committee
    • The AAGG Treasurer shall be a member of the Fundraising Committee.
    • Identify opportunities to raise funds for the organization. Fundraising ideas must be approved by the Executive Board prior to planning and execution. Chair must identify seed amounts needed to start the process and clearly state the proposed profit the fundraising activity could generate.
    • Identify and contact funding sources for special projects as determined by the Executive Board.
    • Identify grants that would benefit the organization to secure funds to accomplish specific goals, tasks and activities. Upon approval of the Executive Board, complete and submit all grant-related applications and documents as needed for submission. 
    • Provide to the Executive Board and the archivist an annual report that summarizes goals, accomplishments, recommendations, and an actual budget for the year just completed and a proposed budget for the new year. This report should be presented at the planning meeting.
  • Genealogy Special Interest Group
    • Provide a forum for members to share their genealogy research questions, problems, and  successes. Answer genealogical questions our members have about their research.  
    • Provide a forum to address the research needs for members of all levels of experience.
    • Provide a forum for members to learn about genealogy software by discussing tips, techniques and problems.
    • Frequency of Meetings: The first Saturday of each month during the programmatic year,   optionally during the summer at the discretion of the Chair.
    • Provide to the Executive Board and the archivist a report that summarizes goals, accomplishments, recommendations, and an actual budget for the year just completed and a proposed budget for the new year. This report should be presented at the planning meeting.
  • Membership Committee
    • Promote the membership of AAGG.
    • Prepare and distribute a new member pack.
    • Encourage delinquent members to renew their membership.
    • Keep an up-to-date roster or list of the membership.
    • Keep a record of attendance of those attending the General Meeting, whether in person or in a virtual setting. At a minimum capture the total number of meeting participants, including members and guests, where possible.
    • Provide to the Executive Board and the archivist an annual report that summarizes goals, accomplishments, recommendations, and an actual budget for the year just completed and a proposed budget for the new year. This report should be presented at the planning meeting.
  • Mentor Committee
    • Welcome new members into AAGG.
    • Schedule periodic new member orientation meetings for all new and incoming members.
    • In conjunction with the Membership Committee, provide the new member with information (oral &/or written) about the organization including but not limited to: the history, officers, committees, meeting schedules, website, member manual, and surname information. 
    • Provide a mentor for new and current members upon request.
    • Mentor Committee Co-Chairs will appoint mentors.
    • Committee will maintain a database\spreadsheet that reflects mentor appointments, and recommendations for future programs &\or resources to be created &\or delivered by the organization. 
    • Provide to the Executive Board and archivist an annual report that summarizes goals, accomplishments, recommendations, and an actual budget for the year just completed and proposed budget for the new year. This report should be presented at the planning meeting.
  • Newsletter Committee
    • Solicit, write, edit and distribute a quarterly newsletter to both individual and organizational members.
    • Cover all events of AAGG and include articles about members and their activities in the newsletter.
    • Provide to the Executive Board and the archivist an annual report that summarizes goals, accomplishments, recommendations, and an actual budget for the year just completed and a proposed budget for the new year. This report should be presented at the planning meeting.
  • Nominating Committee
    • The Nominating Committee will consist of at least three members appointed by the President, with the approval of the Executive Board, at the start of the second year of each administration.
    • The Nominating Committee is responsible for preparing a slate of candidates for office (President, Vice President, Recording Secretary, Corresponding Secretary and Treasurer) who agree to serve their terms as specified in the AAGG Bylaws.
    • Solicit nominees and collect bios for candidates. During their search, the Nominating Committee shall consider candidates suggested by the members.  
    • Prepare a list of the nominated candidates for the next election.
    • Conduct elections by secret ballot and announce results. 
    • Provide to the Executive Board and the archivist a report that summarizes the election results, accomplishments, recommendations, and an actual budget for the year just completed and a proposed budget for the next election. This report should be presented at the planning meeting.
  • Outreach Committee
    • The Outreach Committee (OC) will engage new and existing members to encourage their participation in general meetings, special interest group meetings, volunteer service activities (for example, manning tables at conferences, transcription projects, research), and elections. OC volunteers will communicate with members by phone, email (or postal mail if not reachable by phone or email), especially to support Membership Committee efforts to maintain and grow the membership and to support the work of the Mentorship Committee. The OC will also check on members not regularly attending meetings to determine if a health or personal issue is limiting their participation and report this to the Sunshine Committee chair for action. Assisting other standing committees or ad hoc committees (for example, anniversary committees) with member engagement will also be an additional role of the OC, as needed.
      • Outreach Committee Chairperson Duties:
        • Assign each committee member a specific list of members to call for each month
        • Send an email to committee members with information (Script) pertaining to that month’s events
        • Provide each committee person a spreadsheet listing of member names and telephone contacts via email each month
        • Send spreadsheet listing to each committee person one-week before the general monthly meeting
        • Follow-up with any calls to members concerning illness, death or concerns based on the response from callers
        • Share new contact information (telephone, email addresses) with Membership chairperson
        • Share any illness, death of member or family member with Sunshine chairperson
      • Outreach Committee Member Duties:
        • Use a call script to provide consistent information about AAGG benefits and event details to members and log call results.
        • The script for AAGG ongoing events:
          • Script for our General Meeting second (2nd ) Tuesday each month Presentation to Members:
          • Determine if a member intends to attend and register for the monthly meeting and make a notation on spreadsheet.
          • Determine if a member has any concerns that need to be addressed and share those concerns with the Chairperson on the response sheet.
        • Return a completed spreadsheet with notations/responses to the Chairperson via email before the general membership meeting.
  • Program Committee
    • Research, arrange and coordinate programs recommended or approved by the Executive Board, informed by annual goals and feedback from the membership.
    • Develop an appropriate budget allocation for programming in conjunction with the Treasurer and with the approval of the Executive Board.
    • Submit all requests for speaker payment, with all necessary information, and including documentation of the speaker agreement, to the Treasurer such that the speaker will be paid in a timely fashion following their presentation.
    • Provide to the Executive Board and the archivist an annual report that summarizes goals, accomplishments, recommendations, and an actual budget for the year just completed and a proposed budget for the new year. This report should be presented at the planning meeting. 
  • Publicity Committee
    • Develop an appropriate budget allocation for publicity in conjunction with the Treasurer and with the approval of the Executive Board.
    • Create a display when called upon, which will educate the public about the activities of AAGG.
    • Set up exhibit tables at conferences, festivals, etc. for the solicitation of new members in conjunction with the Publicity Committee.
    • Be responsible for storing and maintaining the tabling materials and assets.
    • Compile, type and edit news releases for social media accounts like Facebook. Arrange for news coverage of special events. Post regular monthly meeting notices and dates on sites like Meetup and Eventbrite.
    • Develop and distribute public relations materials for use by the media (TV, radio, newspapers, etc).
    • Keep the public informed of the purposes, goals, activities and accomplishments of the AAGG.
    • Arrange for a photographer when one is necessary for special events.
    • Attend AAGG activities, planning meetings, committee meetings, where news is being generated for the purpose of publicizing that news.
    • Provide to the Executive Board and the archivist an annual report that summarizes goals, accomplishments, recommendations, and an actual budget for the year just completed and a proposed budget for the new year. This report should be presented at the planning meeting.
  • Speakers Bureau
    • Shall respond to requests for speakers and solicit potential speaking engagements. 
    • Meet on a regular basis with volunteer member speakers to these engagements.
    • Will train volunteer member speakers on how to give AAGG-approved presentations.
    • Shall, with the approval of the Executive Board, set and/or accept a fee schedule for the presentations. 
    • Coordinate and report all incoming fees and payments for speaking engagements with the Treasurer.
    • Provide to the Executive Board and the archivist an annual report that summarizes goals, accomplishments, recommendations, and an actual budget for the year just completed and a proposed budget for the new year. This report should be presented at the planning meeting.
  • Sunshine Committee
    • Serve as an ambassador of good will for AAGG members.
    • Maintain a birthday and contact listing of all AAGG members
    • Develop an appropriate budget allocation for the committee in conjunction with the Treasurer and with the approval of the Executive Board.
    • Recognize and acknowledge the life events of AAGG members and provide remembrances of the same with the approval of the Executive Board.
      • Submit monthly reports to the Executive Board meetings.
      • Acknowledge monthly birthdays at the General Membership Meetings.
    • Provide to the Executive Board and archivist an annual report that summarizes goals,   accomplishments, recommendations and an actual budget for the year just completed and a proposed budget for the new year. This report should be presented at the planning meeting.
  • Technology Committee
    • Develop an appropriate budget allocation for technology in conjunction with the Treasurer and with the approval of the Executive Board.
    • Be responsible for the set up and maintenance of the current website.
    • Present to the Executive Board for approval ideas and materials to be included on the website. 
    • Shall meet on a regular basis.
    • Shall educate members on the organization’s software, hardware and genealogy website use.
    • Provide receipts to all members who pay their membership dues, via the membership registration system, in support of the duties of the Treasurer.
    • Shall be responsible for developing and maintaining the Technology Policy, as determined by tech best practices and overall security for the organization.
    • Shall work in conjunction with the Publicity Committee to update the website and all social media accounts with upcoming event information.
    • Shall be responsible for the overall implementation and maintenance of Google Workspace for the entire organization. Will be responsible for the administration of all AAGG email accounts, including disbursement and revocation.
    • Maintain and distribute a surname list.
    • Provide to the Executive Board and the archivist an annual report that summarizes goals, accomplishments, recommendations, and an actual budget for the year just completed and a proposed budget for the new year. This report should be presented at the planning meeting.

    Section 8: Transition of Office

    1. Each officer and committee chairperson shall turn over all AAGG records, obligations and procedures to their successor following the elections, and prior to the planning meeting, with copies being provided to the archives.
      • All records must be uploaded to the appropriate organizational folders by June 30th, and email access will be terminated by June 30th.
      • Incoming Officers must have access to AAGG email accounts and organizational documents by July 15th.

    ARTICLE 9 – PROCUREMENT

    Section 1: Expenses

    • No officers and committee chairs shall authorize or expend more than seventy-five dollars ($75.00) on any single product or service without the prior, explicit approval of the Executive Board. Any expenditure exceeding this amount, after a yearly budget has been approved, must be presented to the Executive Board for review and may only be authorized by a majority vote of the Board.

    Section 2: Reimbursement

    • Officers and committee chairs are responsible for maintaining accurate records of all expenditures and for submitting receipts and documentation to the Treasurer in accordance with the organization’s financial policies. No member will be reimbursed for unauthorized purchases.
    • Mileage Reimbursement: The fixed amount allowed by the IRS for nonprofits is: $0.14 per mile. 

    ARTICLE 10 – ELECTIONS

    Section 1  

    • The Nominations Committee must poll all the current Elected Officers to determine their intentions for their position. 
    • They will announce the upcoming elections and available\open seats, along with a description of the responsibilities of the office, by October of the election programming year. 
    • Nominations are open from October to May. Nominations are open to any Member, and any interested Member is allowed to nominate themselves or someone else. Nominations from the floor will not be accepted after May.
    • The Nominating Committee shall submit a final slate of candidates to the Executive Board during the April Executive Board meeting, and submit the final slate to the Membership during the regular meeting in May.
    • All Members will vote by digital ballot unless they specifically request a print ballot.
    • The Nominating and Tech Committees will jointly agree on which committee will manage the digital voting process. If either Committee is responsible for handling the digital voting process for an election year they will be responsible for creating a voting system that fully documents all ballot submissions, which should include, at a minimum:
      • Name of Voter
      • Voter selections
      • Date and timestamp of the ballot cast
    • The newly elected officers will officially take office by July 1st
    • Voting Eligibility: All members who paid for Individual memberships or are the primary member of a Family membership are eligible to vote. Family Memberships only receive one vote during an election. Members must have completed the online or print registration and submitted payment to be considered eligible. Members must be Active before the voting period (14 days before the June Meeting) begins to be eligible to vote.

    Section 2:  Transition of Office 

    • Each officer and committee chairperson shall turn over all AAGG records, obligations and procedures to their successor following the elections, and prior to the planning meeting, with copies being provided to the archives.
      • All records must be uploaded to the appropriate organizational folders by June 30th, and email access will be terminated by June 30th.
      • Incoming Officers must have access to AAGG email accounts and organizational documents by July 15th.

    ARTICLE 11 – AMENDMENTS

    Section 1: These Bylaws may be amended, or revised upon the recommendation of the Executive Board and by a majority vote of two thirds of the membership present at a meeting designated for that purpose.

    Section 2: Members will be given a period of no less than 14 days to review any amendments or revisions to the Bylaws, unless circumstances require more immediate action. Even in unique circumstances, members may not be given less than seven (7) business days to review such amended language.

    • The Bylaws Committee will provide the members with digital copies of the suggested revision language and the current Bylaws.
    • The Tech Committee will provide the members with a secure system to vote on their acceptance of the amendment or revised language.

    Section 3: Digital copies of proposed amendments shall be given to Executive Board members in writing at least one (1) month prior to the meeting during which the vote will take place.

    ARTICLE 12 – DISSOLUTION 

    Section 1: In the event of dissolution of the African American Genealogy Group, remaining assets, after the satisfaction of all obligations of the organization, shall be distributed for purposes within the scope of Internal Revenue Service Code for 501 (c) (3), or amendments thereof.

    • Distribution of Remaining Assets
      • Donate any remaining assets to organizations that have demonstrated longevity, fiscal responsibility, consistency and a willingness to support African American genealogical research, such as:
        • National AAHGS organization
        • Historical Society of PA

    (Revision May 2025)