Standing Rules of Society

Rock Island County Illinois Genealogical Society Standing Rules and Job Descriptions

Standing Rules may be adopted or amended by the Board of Directors at any meeting without previous notice by a majority vote. The Chairperson of Standing Committees not chaired by a specific officer shall be appointed by the President at the beginning of the administration with the advice and approval of the Board of Directors. Chairpersons are authorized to appoint committee members as needed.

  1. Membership is open to anyone interested in furthering the purposes of the Society. Dues are payable in January of each year as follows:
    1. Individual Membership $20.00
    2. Family Membership (2 at same address) $22.00
    3. Charter Membership $12.00
    4. Student Membership $10.00
    5. Contributing Membership $34.00
    6. Life Membership $300.00
  2. Meetings are held at 7 pm at the Butterworth Education Center, 701 12th Ave., Moline, Illinois on the fourth Tuesday of the month, January through October unless otherwise announced. The Annual Dinner is held in November.
  3. Board meetings are held at 6:30 pm at the Butterworth Center, 1105 8th Street, Moline, Illinois unless otherwise stated, on the second Thursday of the month January through December.
  4. The library collection of the Society is housed at the Rock Island County Historical Society Research Library, 822 11th Avenue, Moline, Illinois. The Society welcomes contributions to the collection.
  5. The Society has several publications and forms for sale.
  6. Members will receive a quarterly, which is published in the spring, summer, fall and winter or as double issues printed in the spring and fall. They will also receive electronic newsletters twice a year. Back issues are available.
  7. All correspondence to the Society should be addressed to: Rock Island County Illinois Genealogical Society, PO Box 3912, Rock Island, Illinois 61204-3912.
  8. The Board shall not make any unbudgeted purchases over $500.00 without the approval of the general membership.
  9. Volunteers responsible for the compilation of data for publication will be asked to sign a release of copyright form. Said form will be retained by the President of the Society.
  10. Cemetery chairperson shall:
    1. Collect and index cemetery data.
    2. Prepare above data for publication.
    3. Keep the Society informed of new or changing cemetery laws.
    4. Keep records of the active cemeteries to be updated and/or that are completed. The chairperson will also seek people to update the cemeteries not yet updated.
    5. Receive updates from the persons walking the cemetery in printed or electronic form. The chairperson will coordinate binding of the cemetery data into a book. The book and a master copy will be furnished to the RICIGS library collection. If the person doing the cemetery walk does not have a computer, the chairperson will take the handwritten data, and have it put into a database for use as listed above.
  11. Computer Interest chairperson shall:
    1. Oversee the Society’s website.
    2. Oversee the Society’s presence on Facebook and/or other social networking sites.
    3. Oversee the Society’s computer at the Rock Island County Historical Society Research Library.
    4. Advise the members of any relevant computer news.
  12. Delegate to the Federation of Genealogical Societies shall:
    1. Represent the Society to the other organization by regular attendance at their meetings and events.
    2. Express the views of the Society so as to aid the other organization in its planning and decision-making.
    3. Relay news of the other organization’s services, activities, and projects to the Society.
    4. When called upon to vote in the other organization, vote the position of the Society, not a personal view.
  13. Education Committee chairperson shall:
    1. Organize genealogy workshops for the Society.
    2. Advise members of upcoming educational opportunities for workshops, books, or software.
  14. Fundraising chairperson shall:
    1. Organize fundraising projects for the Society as needed, including participating in the Birdies For Charity program through the John Deere Classic golf tournament.
  15. Funeral Card Indexing chairperson shall:
    1. Collect funeral memorial cards from local funeral homes, index them, and send to Webmaster for our Society website.
  16. Historian shall:
    1. Compile a digital scrapbook of the history of the Society and its members, including news clippings, photos, and records of other events.
    2. Print digital pages and add to binders that are in our library collection.
  17. Librarian shall:
    1. Receive all books, microforms, manuscripts, etc. purchased by and/or donated to the Society.
    2. Permanently record all holdings, including the name of the donor.
    3. Purchase new holdings within the library budget, and with the approval of the Board of Directors.
    4. Supervise the binding of all RICIGS quarterlies and Janet Pease abstracts.
    5. Purchase books, bindings and storage within the budget for the Society library holdings.
    6. Keep members informed of new acquisitions at meetings, and in the quarterly.
    7. Receive all periodicals purchased, exchanged, and/or donated to the Society.
    8. Make recommendations on the exchange of quarterlies with other societies.
    9. iIndex and file items added to the surname file, such as research queries, documents, clippings, etc.
    10. Keep the collection in proper order.
  18. Mailing chairperson shall:
    1. Maintain a Master Mailing List of all current members as supplied by the RICIGS Registrar.
    2. Maintain a supply of Number 10 white business envelopes with the Society return address information, bulk mailing permit information and Change Service Requested designation printed on the envelopes.
    3. Obtain the printed quarterly and prepare it for mailing.
    4. Prepare labels for mailing other items for the Society and for the Quad Cities Genealogical Conference as needed.
    5. Work with the Quarterly Chairperson to distribute the electronic newsletter to all members.
  19. Members-at-Large shall:
    1. Serve as a resource of knowledge and counsel to the Board of Directors.
    2. Participate actively in Society policy and program issues.
  20. Obituary Indexing chairperson shall:
    1. Read QC Times and Dispatch-Argus daily and prepare a list of all obituaries for the year.
    2. Send the yearly file to the printer and bindery at the end of the year.
    3. Deliver the finished books to the Society library and to all libraries that regularly purchase it.
  21. Publication Sales chairperson shall:
    1. Maintain a supply of the publications offered by the Society.
    2. Mail out publications as requested and collect payment for same.
  22. Quad Cities Genealogical Conference committee chairpersons shall:
    1. Represent the Society in planning the annual joint genealogical conference.
  23. Quarterly Editor shall:
    1. Collect and edit all material for the quarterly and newsletters.
    2. E-mail a PDF copy of the proofed quarterly to the printer.
    3. Work with the Mailing chairperson regarding preparing the quarterly for bulk mailing.
    4. Work with the Mailing chairperson to distribute the electronic newsletter to all members.
  24. Queries and Research chairperson shall:
    1. Conduct research as necessary, and reply in a timely manner.
    2. Share information with members at general meetings.
    3. If inquiry requires a great deal of time, suggest other sources and/or someone who will research for a fee.
    4. Any donations received shall be turned over to the President.
  25. Registrar, chairperson of the membership committee, shall:
    1. Collect dues not received by mail, and turn the monies received over to the president.
    2. Issue membership cards, and, for new members, a new-member kit.
    3. Maintain a current membership list, and provide it to the Board of Directors meeting. Provide a list of current member names, mailing addresses and email addresses to the President, Mailing chairperson, and Corresponding Secretary.
    4. Send dues notices to delinquent members at the end of February.
    5. Promote membership renewals beginning with the annual dinner.
    6. Make suggestions for increasing membership and attendance.
  26. Auditing committee shall:
    1. Consist of the chairperson appointed by the president, and at least one other member chosen by the chairperson who is not the treasurer.
    2. Annually audit the records of the treasurer in January after receipt of the December bank statement, and present a written report to the Board of Directors at their February meeting.
  27. Budget and Finance committee shall:
    1. The budget committee will consist of the President, Treasurer, and one other board member.
    2. Prepare an annual budget with recommendations, and present it to the Board of Directors at its February meeting.
  28. Nominating committee shall:
    1. Consist of three members with at least one who is not a board member.
    2. Prepare a single slate of officers for presentation at the September meeting of the membership. Nominations may be made from the floor. No one shall be nominated who has not consented to serve.
    3. Supervise the election at the October meeting where a list of candidates will be presented. Where there is but one candidate for an office, election may be by voice vote. A majority vote shall elect. Officers will be installed at the Annual Dinner in November, and shall take office January 1st.
  29. Annual Dinner Committee shall:
    1. Assist the President to plan and organize the Annual Dinner in November each year.
    2. Reserve the location and determine the menu.
    3. Arrange for the installation of officers for the coming year.
    4. Schedule a program for the evening.

Revised January 2004, Revised August 2004, Revised January 2005, Revised February 2010, Revised March 2012, Revised December 2012, Revised December 2015.