BY-LAWS OF THE VANCE FAMILY ASSOCIATION Jan 2014
ARTICLE I – NAME
The name of this Association shall be the VANCE FAMILY ASSOCIATION.
ARTICLE II – PURPOSES
The purposes of the Association shall be:
1. To further research into the origins and history of Vance families.
2. To collect and preserve literary, historical, and genealogical records, documents, and relics relating to history of the Vance families.
3. To promote the use of genetic testing to determine historical origins of Vance families.
4. To openly share the results of our research and findings on the history and origins of Vance families.
ARTICLE III – EXCLUSIONS
This organization shall be completely non-profit, non-political, non-sectarian, and non-discriminatory.
ARTICLE IV – MEMBERSHIP
1. Membership shall be limited to persons who bear or have borne the name Vance, Vans, Vaus, Vaux, de Vaux, or Wentz, or who can establish by pedigree a familial relationship by birth, marriage, adoption or reasonable presumption of descent from an eligible ancestor.
2. The categories of membership shall be as follows:
A. Voting Member. Any person who meets the requirements of Article IV (1) and has paid the Association dues as specified in Article V is a voting member. A Voting Member is entitled to vote on all issues put before the membership and may hold any elected or appointed office in the Association, provided that he or she is at least 21 years of age.
B. Lifetime Member. Any person who meets the requirements of a “Voting Member” and pays one lump sum fee equivalent to twenty (20) times the individual annual membership fee.
C. Associate Member. Any person who has applied for membership and whose pedigree is pending approval, or does not meet the membership criteria of Article IV (1), may be an Associate Member of the VFA. Associate Members may not vote or hold an elected office.
D. Associate Member. Any person who has applied for membership and whose pedigree is pending approval, or does not meet the membership criteria of Article IV (1), may be an Associate Member of the VFA. Associate Members may not vote or hold an elected office.
D. Institutional Subscriber. Libraries, schools, universities, historical/genealogical societies and other organizations dedicated to historical and genealogical research or to the communication of such information. An Institutional Subscriber is non-voting and receives only one printed copy of the newsletter per paid subscription.
3. Members shall receive all issues of the newsletter for each year of subscription. Other publications and services may be offered by the Association at a price to be determined by the President. Additional fees shall be charged for members for mailing costs outside the United States.
4. Annual dues shall not be refunded for any reason, including resignation, death, or dismissal from the Association. Subscription to the newsletter is automatically extended to the surviving spouse of a deceased member for the term of the membership year.
ARTICLE V – FISCAL YEAR AND DUES
Annual memberships shall begin on January 1. Annual dues shall be determined by the President in consultation with the Executive Committee. The fiscal year shall begin on October 1.
ARTICLE VI – OFFICERS: DUTIES, NOMINATION; AND ELECTION
1. The President shall administer and manage the business affairs of the Association and shall be responsible for establishing policies and promoting Association programs. The President shall approve all budgets and all individual expenditures not already approved as a part of a committee or officer budget.
2. The Vice-President shall assist the President in performing his or her duties and shall act for the President when requested by the President or when the President is unable to perform his or her duties. The Vice-President will be responsible for promotional activities of the Association.
3. The Secretary shall keep minutes of meetings of the Association and voting records of the Executive Committee, conduct correspondence for the Association and keep an updated list of all members and subscribers. The Secretary shall prepare and receive the ballots for the election of officers, tally the ballots, and report the results to the President not less than 30 days prior to the biennial meeting.
4. The Treasurer shall record membership dues and any other money received, pay all bills, send notices of dues in the fall issue of the newsletter, and prepare a financial report annually or upon request of the President.
All members (i.e., not including Institutions) are encouraged to suggest to the Secretary candidates for election to the four elective offices. The President shall appoint a nominating committee, and early in each odd numbered year this committee shall prepare a slate of one or more suggested candidates for each elective office. These ballots shall be mailed to all voting members with instructions to return them to the Secretary by a specified date. Election shall be by a simple majority of the votes received by that date, and the newly-elected officers shall take office at the end of the biennial meeting of that election year.
The term of office shall be for two years. No person may be re-elected more than twice to the same position. The only exception is when the Executive Committee determines that no other qualified candidate is available and willing to serve.
Historians, who shall be appointed by the President, shall record memorable activities of the Association, report deaths of members, and have the custody of and provide security for the literary, historical, and genealogical records, documents, and relics belonging to the Association.
The Editor of the newsletter shall be appointed by the President.
ARTICLE VII – EXECUTIVE COMMITTEE
1. The members of the Executive Committee shall be as follows: President, Vice-President, Secretary, Treasurer, Newsletter Editor, Historian and Immediate Past President.
2. The Executive Committee shall serve as an advisory and oversight board to the President. The Executive Committee can overrule any decision of the President with a two-thirds majority vote by written ballot. Each position is entitled to one vote, but no member may vote more than once.
3. Any action of obligation in which a majority of the Committee members shall concur in writing, shall be binding and valid.
4. Any member of the Executive Committee charged with violation of these by-laws, or who acts contrary to the interests of the Association, may be removed from office by a two-thirds majority vote of the Executive Committee by written ballot.
ARTICLE VIII – MEETINGS
The President shall call a general membership meeting biennially. The President shall appoint a committee chair to select the site and plan the meeting. Additional meetings may be called by the President at his or her discretion when necessary. All meetings called by the President shall be noticed and delivered by either postal or electronic mail to the membership.
ARTICLE IX – QUORUMS
A quorum of any meeting of the Association, including meetings of the Executive Committee, shall be the members present at such meeting, but including proxy votes in writing if received prior to the scheduled time of the meeting.
ARTICLE X – AMENDMENTS TO BY-LAWS
1. Amendments to these by-laws may be originated by four or more members of the Executive Committee or by petition signed by at least twenty voting members.
2. The amendment(s) shall be presented to the voting membership and members informed that they will vote on the amendment(s) upon receipt of the amendment(s) by mail. The amendment(s) shall be returned by the date shown on the amendment(s) in order to be counted. The amendment(s) shall be adopted upon approval of two-thirds (2/3) voting. When there are multiple amendments, members may reject any individual amendment by writing their objection on their ballot.
3. Amendments shall become effective upon adoption unless otherwise specified in the amendments.
ARTICLE XI – REPORTS
1. All officers shall submit complete and accurate reports of their offices as appropriate. The following reports are required:
• President’s Letter – quarterly
• Treasurer’s Report – annually
• Secretary – Minutes of the Biennial Meeting
2. In the absence of minutes taken by the Secretary, or his/her designee, electronic recordings, transcripts of recordings, or copies of electronic mail may be used to prepare the official records of meetings and shall be made available on the VFA website and to any member requesting copies upon payment of reproduction and mailing costs.
ARTICLE XII – DISSOLUTION
In the event that the Association is dissolved, its assets shall be used for the preservation and continuance of Vance history. The process for this dissolution shall be the guidelines of Article 10 of the Articles of Incorporation of the Vance Family Association.