Constitution of Saskatchewan Genealogical Society, Inc.

Effective:  April 2018

I.  GENERAL

1. 1. Name – The official registered name of the organization is SASKATCHEWAN GENEALOGICAL SOCIETY INC., hereinafter referred to by the acronym SGS.
   2. SGS shall be incorporated and registered as a charitable non-profit corporation under The Non-Profit Corporations Act of Saskatchewan and shall be a registered charity within the meaning of The Income Tax Act, and shall act at all times so as to preserve and maintain this status.
   3. The registered office and library of SGS shall be in the city of Regina, the Province of Saskatchewan.

II.  MISSION & MANDATE

1. 1. Mission:

– SGS is a volunteer provincial heritage organization whose purpose is to promote and develop the study, research, and preservation of Genealogy and Family History.

1. 2. Mandate:

– Promote the collection, preservation and accessibility of Saskatchewan cultural heritage records

– Assist anyone researching their Saskatchewan heritage and Saskatchewan residents researching their ancestral heritage anywhere

– To be the collective voice of genealogy and family history in Saskatchewan

– To coordinate genealogical and family history related projects in Saskatchewan

III.  MEMBERSHIP & FEES

1. 1. Membership may be extended to any person interested in promoting the purpose of SGS on the payment of the fee.

1. 2. Membership fees are due the first of the month following the expiry date of the end of the membership term.

1. 3. The amount of the annual fees will be determined at a general membership meeting of SGS, on recommendation from the Board of Directors.

1. 4. Membership shall lapse if the prescribed fees are not paid, but shall be immediately revived upon payment of such fees.

1. 5. The Board of Directors shall have the right to refuse or revoke any membership because of unethical practices.

IV.  OFFICERS, ELECTION & BOARD

1. 1. The primary function of the Board of Directors is to ensure the articulation and implementation of the Mission of SGS and to guide SGS to achieve that Mission. In fulfilling its role, the Board will establish policies and monitor SGS’s progress reflecting SGS’s values, priorities and objectives.

1. 2. The Board of Directors of SGS should consist of: a chairperson, Executive Officers and Directors as needed for the appropriate conduct of the affairs of SGS.

1. 3. Anyone seeking office must be a member in good standing at the time of election but will cease to be a Director if for any reason membership should lapse.

1. 4. Directors, including the Chairperson, will be elected at a general membership meeting of the SGS. Other Executive Officers will be appointed by the Board of Directors of SGS as needed for the appropriate conduct of the affairs of SGS.

1. 5. The maximum number of seats on the Board of Directors shall be fourteen (14) and the minimum number shall be seven (7). At the board meeting when the budget is approved, the current Board of Directors will determine the number of Directors required on the Board for the following year.

V.  MEETINGS

1. 1. At minimum, the SGS will hold one general membership meeting per year, which shall be called the Annual General Meeting. Such meeting shall be scheduled no more than four months after the end of the fiscal year. The business of the Annual General Meeting shall include at minimum:
      1. The receipt by members of the audited financial statements for the previous year
      2. Approval of an auditor for the current year
      3. A report on the activities, achievements and issues of the organization by the Chairperson and/or the Executive Director
      4. An election of board members in accordance with the procedures outlined in the bylaws

1. 2. All general membership meetings shall follow general parliamentary procedures.

1. 3. All Board meetings shall follow procedures as determined by the Board.

1. 4. At any general membership meeting of SGS a quorum shall consist of all members in good standing of SGS present at the meeting as long as notice is provided in writing to all members as required by The Non-profit Corporations Act, 1995 and Regulations and amendments to this Act and Regulations.

1. 5. A general membership meeting may be called (1) by the chairperson at any time to deal with matters of urgency, (2) by a resolution of the Board of Directors, or (3) by a request in writing to the chairperson of at least five percent (5%) of the voting membership of SGS in good standing. Such a member-driven request of the chairperson will include the emergent reason for a special membership meeting, which shall be quoted in the chairperson’s notice of meeting sent to all members.

VI.  SUBSIDIARY GROUPS

1. 1. The Board of Directors may create, restructure or dissolve any subsidiary groups such as regions, branches, committees.

1. 2. All members of any subsidiary group must first belong to SGS and pay the prescribed fee.

1. 3. Subsidiary groups will, at all times, be subject to the principles, purposes and policies of SGS in all their activities but they may plan their own meetings and programs of activities without reference to the Board of Directors.

1. 4. In the event of dissolution of a subsidiary group, any residue of funds and all records, accounts and files will be deposited with SGS. If the subsidiary group should be revived, the said residual funds, records, may be restored by action of the Board of Directors.

VII.  BYLAWS

1. 1. The Board of Directors may enact such Bylaws as may be necessary for the proper conduct of the business of SGS. These Bylaws shall be effective immediately and must be ratified at the next general membership meeting. In a like manner the Board of Directors may amend or suspend any Bylaw pending ratification at the next general membership meeting
      

VIII.  DISSOLUTION

1. 1. In the event of the dissolution of SGS, its assets, both financial and material will be transferred to another non-profit association or society or public corporation as may be decided at the last general membership meeting or the last meeting of the Board of Directors, provided that items on loan to SGS will be returned to the owners or lenders; but such assets will not in any event be divided among the members of SGS at the time.

IX.  AMENDMENTS

1. 1. Amendments to the Articles of this Constitution will be passed by a majority of not less than two-thirds of the votes cast at any regularly called membership meeting. Those present shall constitute a quorum as defined in Section V.4 of the Constitution. Due notice of the constitutional amendments shall be presented to the Board of Directors not less than sixty days prior to a general membership meeting. Such amendments shall be mailed to all SGS Members not less than thirty days prior to the general membership meeting. The agenda of the general membership meeting shall include presentation of the constitutional amendments for decision.