Hamilton County Genealogical Society
P.O. Box 15865
Cincinnati, Ohio 45215-0865
Telephone:  (513) 956-7078

HCGS Facebook  

A chapter of the
Ohio Genealogical Society


Amended and Restated, Adopted January 15, 1992
Amended May 19, 2001
Amended September 2004
Amended November 17, 2012
Amended February 12, 2019
Amended April 20, 2024
ARTICLE 1 Name of Organization
                 The name of this organization shall be the Hamilton County Chapter of the Ohio Genealogical Society. It shall also be known as the Hamilton County Genealogical Society. The organization shall be governed by Officers and Directors also known as “the Board.”
                 The principal place of business is located in Hamilton County, Ohio.
Section 1.   To create and build interest in family history and in preserving and collecting genealogical and historical records in Hamilton County and related areas.
Section 2.   To take an active part in collecting records and making them available for use in genealogical research.  Toward this purpose, the Chapter supports area libraries, archives, and public repositories in their work of collecting materials useful for the study of family and local history.  The Chapter does this by gifts of materials, monies, and volunteer services when appropriate and feasible.
Section 3.   To publish, if advisable, genealogical materials compiled by Chapter members and to copyright this material if necessary.
Section 4.   To support the objectives of the Ohio Genealogical Society.
Section 5.   To encourage active membership in this Chapter and in the Ohio Genealogical Society.
Section 6.   All the foregoing are for carrying out the work of the Chapter; to operate solely for educational purposes as authorized by Sec 501(c)(3) of the Internal Revenue Code.
Section 7.   In the event of dissolution, funds and tangible property shall be distributed to an Ohio organization or organizations exempt under Sec 501(c)(3) of the Internal Revenue Code.
Section 1.   Categories of Membership shall be established by the Board. (see Standing Rules).
Section 2.   Any person interested in genealogical research may become a member of the Chapter by payment of dues.
Section 3.   Dues shall be established by the Board, and shall be due and payable on January 1, and delinquent on February 1.  A delinquency fee may be levied.
Section 4.   One payment of annual dues may be made for two persons at the same address. (see Standing Rules).
Section 5.   The fiscal year shall be the calendar year, January 1 to December 31.
Section 1.   The Officers of the Chapter shall be: President, Vice-President, Treasurer, Recording Secretary and Corresponding Secretary.  There shall be sufficient Directors (no more than ten) elected to necessary positions, who will assume duties as described in the standing rules.
Section 2.  The Board shall have full power and authority over the affairs of the Chapter except election of Officers and Directors, and approval of Bylaws.
Section 3The President shall preside at all meetings of the Chapter and the Board, shall appoint all committees, and shall be an ex-officio member of all committees except the Nominating Committee.  The President shall serve as spokesperson for all Chapter affairs and as public spokesperson with records’ repositories and the press.
Section 4.   The Vice-President shall assume the duties of the President in his/her absence.
Section 5.   The Recording Secretary shall keep an accurate record of all meetings of the Board and shall make them available to all Board members.
Section 6.   The Corresponding Secretary shall be responsible for handling all mail and correspondence of the Chapter.
Section 7.   The Treasurer shall receive all monies and pay all bills as authorized by the Board, and shall have a monthly report for Board meetings. The board may request an audit of the books at the end of any year. The Treasurer shall present a budget for the calendar year at the October Board meeting. The budget shall be approved no later than November Board meeting. The approved budget shall be presented to the general membership in the winter issue of the Tracer.  A bond shall be obtained covering all officers, directors, and employees of the Chapter as well as Commercial Crime Coverage in an amount approved by the Board. The Annual Financial Statement of the Chapter shall appear in the Spring issue of the Tracer.
Section 8.   The Officers and Directors shall be elected in even years for a term of two years at a Spring Chapter meeting or by online vote by a majority of the votes cast by members present or responding online.  Each member shall have one vote.
Section 9.    Officers and Directors shall assume duties at the meeting in which they are elected.
Section 10.  Each Officer or Director shall hold office for a period of one term or until his or her successor is nominated, qualifies, and is elected. Officers and Directors may be elected to the same office for consecutive terms.  
Section 11.   If a vacancy occurs in any office or directorship, that vacancy shall be filled by the Director at Large, or by an appointment by the President with the concurrence of the Board.
Section 12.  A Board member who is unable or unwilling to fulfill their duties as described in the Guidelines and Principles, and/or the Standing Rules may be removed from office by a majority vote of the board.
Section 1.    The Chapter shall meet at various times and places as approved by the Board, and announced to the membership.  The members present shall constitute a quorum for conducting Chapter business.
Section 2.    The President, with approval of the Board, may choose to dispense with a business session at a Chapter meeting if there is no business to be conducted.
Section 3.    The President shall call a minimum of eight Board meetings a year.  A majority of the current voting members of the Board shall constitute a quorum.
Section 4.    Special meetings may be called by the President or any Officer when deemed necessary. The purpose of the meeting is to be stated when members are notified of the meeting.
Section 1.    The Board shall consist of all elected officers and directors with vote. The Immediate Past President shall serve on the Board ex-officio with vote. Ex-officio members with vote shall be appointed by the Board to serve. (see Standing Rules).
                  The Board shall establish and carry out the policies of the Chapter and shall have charge of all business affairs between meetings. The Board shall hold title to and manage the funds and property, both real and personal, and shall be responsible for the development of adequate funding to meet present and future needs of the Chapter. 
The board members shall serve without compensation.
Section 2.    Committee chairs, Special Interest Group Chairs, and all Chapter members are invited to attend Board meetings. Non-board members may ask for time on the agenda with a written request of topic and desired outcome sent to the president.
Section 3.    Electronic communication: Voting Board members may communicate and cast a vote via electronic means during a Board meeting.
Section 1.    There shall be the following standing committees: Awards, Bylaw, Lineage Groups, Finance, Membership, Nominating, Program, Publication, Research and Preservation, Marketing, and Digital Resources.  Functions and duties of the standing committees shall be defined in the Standing Rules.
Section 2.    The Chair of the Nominating Committee shall be the immediate past president, or a Board member approved by Board vote. The Committee of two additional Chapter members shall be appointed by the Chair.
Section 3.    Candidates being considered for the position of President, shall have served on the Board or have served on committees as chairs or members and gained knowledge and experience in Chapter structure and activities.
                  Special Interest Groups and Ad Hoc Committees may be created by the Board. (see Standing Rules)
Section 1.    Standing Rules may be adopted and amended by the Board as necessary.
Section 2.    Standing Rules are the means of further defining the detailed operation of the Chapter.  Changes may be proposed at any regular meeting of the Board by any member of the Board.  Proposed changes to Standing Rules shall be voted upon at the next regular meeting of the Board.  Approval shall require a majority of those present and voting.
                  A member of this Corporation is not, as such personally liable for debts, liabilities, or obligations of the corporation. The members of the Board shall not be personally liable for the debts, liabilities, or other obligations of the corporation.
Section 1     Each Officer, Director and member of a committee shall sign a statement which affirms that they have received a copy of the Conflict of Interest Policy and Whistle Blower Policy, have read and understand the policy. Each person has agreed to comply with the policies and understands the Chapter is a charitable organization designated 501(c)(3) with  tax exempt purposes.
Section2.     A Conflict of Interest Policy shall be adopted.  (see Standing Rules)
                  The Bylaws of the Chapter may be amended by an online vote or at any Chapter meeting by a two-thirds vote of the members present or voting, provided such amendments have been sent to each member in writing thirty days in advance.  Notice in The Tracer or The Gazette or via email shall fulfill this requirement.
The rules contained in Robert’s Rules of Order, Newly Revised, or any future revisions thereof, shall govern the Chapter in all cases in which they are not inconsistent with the Bylaws of the Chapter.