In accordance with Article IV (Society Meetings), Section 3 (Quorum) of the DGS Bylaws, the number of members required to constitute a quorum at Society general business meetings is 21. This was last revised by the Board of Directors in September, 2017.
Rev. April 2, 2016
Article I – Name
The name of this society is the Dallas Genealogical Society, hereinafter referred to as the Society.
Article II – Object
The object of this Society shall be to educate, by creating, fostering, and maintaining interest in genealogy; to assist and support the genealogy section of the J. Erik Jonsson Central Library in Dallas, Texas, hereinafter referred to as Central Library, or to its legal successor; and to collect, preserve, copy, and index information relating to the Dallas area and its early history.
Article III – Membership
Section 1. Membership
Any person or organization who pays membership dues and supports the Object (Article II), Bylaws, and standing rules of the Society is a member in good standing.
Section 2. Categories
Categories for membership may be proposed by the Board of Directors for approval by the general membership. Any proposed changes in the categories for membership shall be published on the Society’s web site at least fifteen (15) days before the general business meeting in which the proposed change is presented to the general membership for a vote. Notice of such publication will be distributed to members via mail or email. For the members who do not have online access, the Board of Directors, through its Standing Rules, shall provide for alternate form(s) of notice.
Section 3. Dues
Dues shall be proposed by the Board of Directors for approval by the general membership. The dues are payable initially upon application for membership, and annually thereafter by the last day of the member’s anniversary month, in order to remain a member in good standing. Any proposed changes in the dues shall be published on the Society’s web site at least fifteen (15) days before the general business meeting in which the proposed change is presented to the general membership for a vote. Notice of such publication will be distributed to members via mail or email. For the members who do not have online access, the Board of Directors, through its Standing Rules, shall provide for alternate form(s) of notice.
Article IV – Society Meetings
Section 1. General Business Meetings
The general business meetings of this Society shall be held at such time and place as may be determined by the Board of Directors.
Section 2. Annual Meeting
The general business meeting in September shall be known as the annual meeting; the business conducted at that meeting shall include the installation of the Officers and Directors, receipt of reports, and any other business that may arise.
Section 3. Quorum
The number of members required to constitute a quorum at Society general business meetings will be set at 5% (numerically rounded up/down) of the current Society membership.
This number shall be updated annually following the installation of the new board of directors. Additional updates may be initiated at any time by a majority vote of the board of directors.
Changes in the number of members required to constitute a quorum shall be communicated to the membership electronically and will be documented on the society web site.
Section 4. Called Meetings of the Membership
Special meetings of the membership may be called by the President, by written request of a majority of the Board of Directors, or upon the written request of thirty members of the Society. The written request shall be delivered to the Secretary and the called meeting shall be held not later than twenty (20) days after the said delivery. Fifteen (15) days’ notice shall be given to the general membership by the Secretary by email and notice of such meeting published on the web site. For the members who do not have online access, the Board of Directors, through its Standing Rules, shall provide for alternate form(s) of notice. Business transacted at any called meeting is limited to the business specified in the call.
Article V – Officers and Their Election
Section 1. Officers
The elected Officers of this Society shall be a President, Vice President, Treasurer and Secretary.
Section 2. Nominating Committee
A Nominating Committee composed of two members of the Board of Directors and three members-at-large shall nominate a slate of officers to be elected at the May general meeting. The three members-at-large shall be nominated and elected to the Nominating Committee by the general membership at the February general meeting and the Board representatives shall be elected at the February Board meeting. The President shall appoint one of the two Board representatives as the Chair of the Committee. The Chair shall call the first meeting of the Nominating Committee. The Committee shall nominate a member in good standing for each officer position and report its nominations at the General Meeting in April.
Section 3. Qualifications for Serving as an Officer of the Society
Each Officer must be a member in good standing of the Society. An Officer shall hold only one elected position at a time; and may serve in the same position for not more than two full consecutive one-year terms. A partial term served because of a vacancy does not count as a one-year term; The President shall have served as an Officer or Director of the Society for at least one year.
Section 4. Election of Officers
Prior to the general business meeting in May the board of directors will select, via a majority vote, one of the following options for conducting the vote:
- By a majority vote of the members present and voting at the general business meeting in May, or
- By means of electronic balloting in accordance with the following guidelines:
- The board of directors will select and document an appropriate methodology for distributing and collecting ballots
- No provision shall be made for members who do not have an email address of record associated with their membership account
- Ballots will be distributed to all members of record as of the date of the general business meeting in May within seven (7) days following the meeting.
- Ballots must be returned as directed by the board within fourteen (14) days following distribution to be valid
- A committee consisting of the Past President, the Director of Membership and the Director of Education will be responsible for collecting and validating all ballots and tabulating the results. Results will be communicated to the membership electronically within seven (7) days following the end of the balloting period.
- If the number of valid ballots returned does not meet the quorum requirement the process will be repeated
- The presiding officer shall accept additional nominations from the floor at the general business meeting in May, provided the nominee consents in person or in writing.
Once nominations have been closed the election shall proceed by the methodology previously determined by the board of directors. However, If the board has selected an in-person vote, and there are insufficient members present to establish a quorum, the vote will be conducted via electronic balloting.
The Officers shall be installed at the annual meeting in September and shall assume their official duties upon installation. Officers shall serve for a term of one year or until their successors are assigned.
Article VI – Duties of Officers
The duties of the Officers shall include, but are not restricted to, those set forth below. Each Officer shall appoint, as needed and with the approval of the Board of Directors, aides to assist in the accomplishment of these duties.
Section 1. President
The President shall be the Chief Executive Officer and the official spokesperson for the Society; shall affix the official signature for the Society on all legal documents; shall provide general supervision of the Society activities; shall preside at all general business meetings and Board of Directors meetings of the Society; and shall be an ex-officio member of all committees except the Nominating Committee. The President shall appoint advisors to the Board as specified in Article X, Section 1, and all committees and their chairs as are necessary to carry on the work of the Society. The President shall write an annual report to the membership for publication in the DGS Newsletter. The President shall be responsible for annually archiving the official records of the Society.
Section 2. Vice President
The Vice President is responsible for all revenue producing activities of the Society including workshops and merchandise sales but excluding collection of dues. In the absence or incapacity of the President, the Vice President shall temporarily assume the duties of the President at the request of the President or Executive Committee. In the event that the President resigns or is removed from office as specified in these Bylaws the Vice President shall assume the office of the President.
Section 3. Treasurer
The Treasurer shall chair the Budget Committee; shall have custody of all the funds of the Society; shall make all authorized disbursements; shall sign on bank accounts; shall present a financial statement at general business meetings and Board of Directors meetings; and shall be responsible for the filing of all government tax forms. The Treasurer shall supervise the accounting activity of the Society and shall propose a person, to be approved by the Board of Directors, to perform these functions, if necessary The registered agent for the Society shall be the Treasurer, who shall notify the Secretary of State of such status upon taking office.
Section 4. Secretary
The Secretary shall record all business transacted at the general business meetings and Board of Directors meetings of the Society, and present the minutes for approval at the next meeting; shall keep current and have on hand for reference at all meetings: the Society Bylaws, standing rules, and the Secretary’s record with the current and previous year’s minutes of all Society meetings. The Secretary shall provide the President with a copy of all the Society’s minutes, attachments, reports, required electronic backups, and newsletters to be placed annually in the Society archives. The Secretary shall be responsible for managing the Society’s correspondence.
Article VII – The Executive Committee
The Executive Committee shall consist of the President, Vice President, Treasurer, Secretary, and Immediate Past President. If the Immediate Past President is unavailable to serve, the Board of Directors shall elect a replacement. The Executive Committee shall appoint, subject to the approval of the membership, the directors enumerated in Article VIII. The Executive Committee may perform the duties of the Board of Directors concerning emergency matters between Board meetings. The Executive Committee shall have the authority to approve line item expenditures before the Society budget is approved by the membership.
Article VIII – Directors and their Appointment and Confirmation
Section 1. Directors.
The appointed Directors of the Society shall consist of Director for Education, Director for Membership, Director of Printing & Distribution, Director of Publicity and Public Relations, Director of Volunteer Coordination and Director of Publication Content.
These directors shall be appointed by the Executive Committee which is elected at the May meeting. The appointments are subject to ratification by the general membership at the general meeting in September.
The duties of the Directors shall include, but are not restricted to, those set forth below. Each Director shall appoint, as needed and with the approval of the Board of Directors, aides to assist in the accomplishment of these duties.
Section 2. Director for Education
The Director for Education shall be responsible for obtaining programs for the general business meetings of the Society and shall coordinate the special interest groups. The Director for Education shall be responsible for scheduling the use of Library facilities by the Society.
Section 3. Director for Membership
The Director for Membership shall be responsible for the promotion of Society membership; the accuracy of the official membership list; and shall provide printed copies of additions and changes in the membership list at each Board of Directors meeting; and shall place two printed copies of the official membership list (as of September 30) with the Society minutes.
Section 4. Director for Printing & Distribution
The Director for Printing & Distribution shall be responsible for printing and processing Society mailings and publications and for obtaining resources and assisting in publishing the Society’s publications.
Section 5. Director for Publicity and Public Relations
The Director for Publicity and Public Relations shall be responsible for promoting the Society and its activities, and shall establish and maintain harmonious relationships with other organizations in the community having interests consistent with those of the Society.
Section 6. Director for Volunteer Coordination
The Director for Volunteer Coordination shall be responsible for developing a volunteer corps and managing its utilization.
Section 7. Director for Publication Content
The Director for Publication Content shall be responsible for chairing the Publication Committee (see Article XI, Section 3).
Article IX – Board of Directors
Section 1. The Board of Directors
The Board of Directors consists of the Officers and Directors of the Society and the Immediate Past President. If the Immediate Past President is unavailable to serve, the Board of Directors shall elect a replacement. No action may be taken by the Board of Directors or its members that is in conflict with the Bylaws or directives of the membership.
Section 2. Duties
The duties of the Board of Directors shall be to supervise the affairs of the Society; to establish additional duties of the Officers and Directors as deemed necessary; to schedule the time and place of the Society’s general business meetings; to present reports and make recommendations at the general business meetings and Board of Directors meetings of the Society; and shall perform such other duties as are specified in these Bylaws. Each Officer and Director shall maintain an inventory of any equipment or records in his or her possession and shall provide a list of the inventory to the Secretary at the Board of Directors meeting at Board turnover. All official materials shall be delivered to the newly installed Board of Directors at Board turnover.
Section 3. Expenditures
All proposed expenditures in addition to the Society’s approved budget must have Board of Directors approval. No Board member may vote on any matter in which he or she has a pecuniary interest. A two– thirds vote is required by the Board of Directors for any increase to a previously approved budget.
Section 4. Board of Directors Meetings
A Board of Directors meeting shall be held each month beginning in September and ending in May. The Board shall meet at least once and may meet more often during the summer (June, July and August). Any business conducted at the Board of Directors meeting that requires approval by the general membership shall be presented to the membership at the next general meeting following the Board meeting at which the issue is raised. Special meetings of the Board of Directors may be called by the President or by a majority of the members of the Board of Directors, upon written notice delivered to the Secretary. Business transacted at any special meeting is limited to that specified in the call. Only members of the Board of Directors or appointees may speak at Board of Directors meetings; others may speak if special permission has been granted by a majority vote. A majority of the members of the Board of Directors shall constitute a quorum. Unless otherwise specified in these Bylaws, a majority vote of those in attendance shall constitute action by the Board of Directors. The President shall preside at meetings of the Board of Directors and may vote to make or break a tie vote (but not both). When necessary, the Board may conduct a meeting by electronic means. All Board votes that are cast by electronic means shall be reviewed at the next Board meeting and results incorporated into the meeting minutes.
Section 5. Vacancies
In the event of a vacancy in the office of the President, the Vice President shall become President. If the Vice President declines the position of President, the President’s position shall be filled by the Board of Directors, retaining the requirement that no member may serve as President unless he or she has served as an Officer of the Society for at least one year. A vacancy in any other position on the Board of Directors shall be filled by the Board of Directors by a majority vote.
Resignation of Officers or Directors shall be by letter or by electronic means to the President, except in cases of death or serious illness, when the Board of Directors on its own motion may declare the office vacant.
Section 6. Removal of Officers or Directors
An Officer or Director may be removed for failure to perform the duties of the office, or for missing three consecutive meetings of the Board of Directors. Removal shall require three fourths vote of the entire Board of Directors.
Article X – Appointed Advisors to the Board of Directors
Section 1. Appointees
The President shall appoint the following non-voting advisors to the Board: Sales Manager, Parliamentarian, Library Liaison, Information Technology (IT) Administrator,Webmaster, Editor of The Dallas Journal, Editor of the DGS Newsletter, and Mail Administrator. Unless otherwise specified in these Bylaws, the appointed advisors shall be allowed to participate in discussions at Board of Directors meetings.
Section 2. Sales Manager
The Sales Manager shall be responsible for the merchandising of all Society materials for sale and shall maintain an inventory and locate appropriate storage facilities for such materials.
Section 3. Parliamentarian
The Parliamentarian shall advise on matters of parliamentary procedure at the Society’s business meetings and Board of Directors meetings and have a current copy of the Bylaws, standing rules, and Robert’s Rules of Order Newly Revised to all meetings. At the Board of Directors meetings the Parliamentarian shall not vote or participate in discussion, except as requested.
Section 4. Library Liaison
The Library Liaison shall keep the Board of Directors informed of the needs of the genealogy section of the J. Erik Jonsson Central Library. The Library Liaison may serve an unlimited number of terms.
Section 5. Information Technology (IT) Administrator
The IT Administrator is responsible for the operation of the Society’s technology systems as directed by the Board of Directors.
Section 6. Webmaster
The Webmaster is responsible for the maintenance of the Society web presence under the direction of the Board of Directors.
Section 7. Editor of The Dallas Journal
The Editor of The Dallas Journal shall be responsible for the editing and publishing of an annual periodical, and shall ensure that a copy of the Journal is placed in the Dallas Public Library genealogical collection.
Section 8. Editor of the DGS Newsletter
The Editor of the DGS Newsletter shall be responsible for editing and publishing the Society Newsletter, which shall include notice of general business meetings as directed by the Board of Directors.
Section 9. Mail Administrator
The Mail Administrator is responsible for picking up and logging all correspondence of the Society from the Society’s post office box.
Article XI – Standing and Special Committees
Section 1. The Budget Committee
The Budget Committee shall consist of five (5) members: the Treasurer, who shall be chair; the President; the Vice President; and two other members who previously have served as President or Treasurer. The Board of Directors may appoint either or both of “the other members” if there is not a former President or Treasurer available. This Committee shall prepare a Society budget prior to the annual meeting in September, for a vote of approval by the Board of Directors at its next meeting. The budget shall be presented to the general membership for a vote of approval at the first general business meeting following Board approval.
Section 2. The Audit Committee
The Audit Committee shall consist of at least three (3) members, at least one of whom shall have had accounting training or experience, shall be appointed by the President in September to review the Society’s fiscal year financial transactions, in accordance with current official procedures established by the Board of Directors. It shall report to the Board of Directors in November and to the membership at its next general business meeting after November.
Section 3. The Publications Committee
The Publications Committee shall consist of at least three (3) members: the Director of Publication Content, who shall be chair; the editor of The Dallas Journal; the editor of the DGS Newsletter; and such other members as may be appointed by the President. This committee shall solicit and review content to insure consistency and suitability with Society objectives; shall edit content for publication; and shall coordinate with the Director for Printing and Distribution for publication.
Section 4. Special Committees
The President may create and appoint such committees and their chairs, standing or special, as deemed necessary to carry on the work of the Society, unless otherwise provided in these Bylaws. Committees may consist of members and non-members of the Society, but shall consist of a majority of Society members and the Chair must be a member in good standing. No committee shall act in the name of the Society without the prior approval of the Board of Directors. The President or the Board of Directors shall require the committee chair to submit annually a summary report, and one or more of the following: a plan of work, a request for budget or expenses, or recommendations. Any committee may be terminated by a majority vote of the Board of Directors.
Article XII – Special Gifts of the Society
Section 1. Gifts Made by the Society
Gifts from the Society to the Genealogy Section of the Dallas Public Library shall be used as directed by the Board of Directors for the purchase of books and equipment, the preservation of materials, or other items that pertain to genealogy and related research. The amount of any such gift shall be determined after: (1) all current operating expenses are paid or accrued; (2) the accrued liabilities for ongoing events have been determined; (3) a reserve equivalent to the budgeted operating expense for the subsequent six months is established; and (4) after due consideration of the long-term ability of the Society to make future gifts, or to obtain grants.
Section 2. Gifts Made to the Society
Gifts made to the Society, either from members or other persons, including any grants received, shall be used in accordance with the donor’s designation. If necessary, the Treasurer will establish and maintain separate ledger accounts to identify designated gifts. Undesignated gifts shall become part of the general operating fund.
Article XIII – Records of the Society
Section 1. Society Records
All records of the Society, printed or electronically generated, prepared by a member or non-member in pursuance of activities, projects, or as a part of their job in the Society shall be the property of the Society. These records shall include, but are not limited to, Society minutes, correspondence, newsletters, publications, syllabi, membership and other lists, documents, research records, and other Society materials. These records shall be archived annually.
Section 2. Society Archives
The Texas/Dallas History and Archives Division of the J. Erik Jonsson Central Library in Dallas, Texas, or its legal successor shall be the repository for the archival collection of the Society.
Article XIV – Fiscal Year
The fiscal year of this Society shall begin October 1 and end September 30.
Article XV – Standing Rules
The Standing Rules shall consist of the policies and procedures adopted by the Board of Directors for the operation of the Society. Proposed changes, additions, or deletions to the standing rules must be presented in writing to the Board of Directors for approval by a majority vote of the entire Board. Such rules shall not conflict with these bylaws.
Article XVI – Parliamentary Authority
The rules contained in the current edition of Robert’s Rules of Order Newly Revised shall govern the conduct of the business of the Society in all cases in which they are applicable and which are not in conflict with the charter and Bylaws of the Society and any other special rules of order.
Article XVII – Amendments
These Bylaws may be amended or revised at any general business meeting of the Society by a two-thirds affirmative vote of members present and voting provided that the proposed amendment or revision has been either read or copies thereof distributed at the previous general business meeting, and that notice of said amendment or revision has been published on the Society web site at least fifteen (15) days prior to the general business meeting at which the proposed amendment or revision is read or copies thereof distributed. Notice of such publication will be distributed to members via mail or email.
Article XVIII – Dissolution of the Society
Section 1. Procedure
In the event dissolution of the Society appears desirable or necessary, the Board of Directors shall adopt a resolution recommending dissolution of the Society, together with a plan for distribution of assets. The President shall transmit the proposals to the members. The procedure for voting and the requirements for approval shall be the same as provided for amending the Bylaws, Article XVII – Amendments except that forty-five (45) days’ notice shall be given.
Section 2. Limitations on Distribution of Assets
Upon the dissolution of the Society, any assets which are held under stipulations requiring their return, transfer, or conveyance upon dissolution of the Society shall be distributed in accordance with the said stipulations. Any remaining assets shall first be applied to final payment and discharge of all liabilities and obligations of the Society. Remaining assets, if any, shall be conveyed to the Central Library or its successor. Any such assets not so disposed shall be offered to one or more similar organizations or institutions then existing within the United States of America which are dedicated to perpetuation of objectives similar to those of the Society and which are specified in the plan of distribution adopted by the Board of Directors, provided that such entities are tax exempt under Section 501(c)(3) of the Internal Revenue Code as amended or under such succeeding provisions of the Code as may be in effect at the time of dissolution. No portion of the Society’s assets remaining after satisfying final operating obligations shall be conveyed to any individual or to any for-profit organization or firm.
These Revised Bylaws of the Dallas Genealogical Society were:
Presented by the Bylaws Revision Committee to the Board of Directors via email on: January 26, 2016
Approved by the Board of Directors on: February 6, 2016
Submitted for Notice Purposes to the General Membership at its regular meeting on: March 5, 2016
Adopted by a majority of the General Membership of the Dallas Genealogical Society at its regular meeting on: April 2, 2016
To be effective on: April 2, 2016
Attest: Secretary (signature)
April 2, 2016
The Dallas Genealogical Society hereinafter referred to as “the Society”
- The standing rules of the Society are governed by the Society bylaws, Article Proposed changes, additions, or deletions to the standing rules must be presented in writing to the Board of Directors for approval by a majority vote of the entire board. Such rules are for the guidance of the Society officers, directors, and members and cannot conflict with these bylaws.
- Queries in Society publications are free to members; non-members shall pay $3.00 per
- All life membership dues shall be separately invested in an interest bearing account, interest to be transferred at the discretion of the Membership dues will be removed from the account in January, based on the number of members living at that time.
- No Society member shall act in the name of the Society without the approval of the Board of Directors.
- Members of the Society shall not do research for other persons in the name of the society.
- The members of the Society shall not give or sell the Society membership list to any non- member or organization without the approval of the Board of Directors.
- The Society shall present an annual memorial honoring deceased members to the genealogy section of the Erik Jonsson Central Library.
- The Society shall pay for the addition of each outgoing president’s name to the Society’s plaque at the This shall be the duty of the incoming president.
- The secretary shall give a copy of the current Bylaws to each member of the Board of Directors at the first Board of Directors meeting of the new year, and to each new Board member elected during the year.
- Two (2) of three (3) authorized signatures shall be required on all Society One (1) signature shall be that of the president or the treasurer. The third authorized signature will be as designated by the Board of Directors.
Note: At the September 10, 2011 board meeting it was agreed that the Secretary would be the the third signatory for the checking account. At the February 11, 2012 board meeting it was agreed that two signatures would only be required for checks over $1500.00.
- The Board of Directors shall set the prices for all Society materials held for sale, and approve registration fees for fundraising events.
- A committee of at least three (3) persons shall be appointed by the president each year to review the nonmember newsletter distribution list and the exchange distribution Additions or deletions shall be reported to the Board of Directors.
- Advertising in all Society publications must have prior approval of the executive Fees for approved advertising shall be established by the Board of Directors.
- Announcements at regular meetings not pertaining to the Society must have been submitted in writing to the presiding officer for approval by the Board of Directors.
- Profit-making persons or organizations are prohibited from soliciting, handing out fliers, or in any other way advertising their goods and services at Society meetings or on the premises, unless previously approved by the Board of Directors.
- The President shall appoint a committee of two Board members and two members-at-large no later than October 1st to select recipients of the Dallas Genealogical Society Annual Service Awards. The awards shall be DGS Volunteer of the Year, DGS Award of Merit, DGS Distinguished Service Award, and DGS Heritage Preservation Award. Selection of recipients shall be based on established criteria. The awards shall be presented at the Awards Banquet in December.
- The President shall appoint in September a DGS member to serve as the Federation of Genealogical Societies (FGS) Delegate; position to be a 12 month term, from September 1 to August 31.
- DGS shall sponsor a Writing Awards Competition; the President will appoint a Writing Awards committee chairperson to organize this competition.
- The DGS President shall request from each Special Interest Group leader a written report of officers, budget, annual plan of action, and fundraising activity and/or publication A liaison shall be chosen by each group to interact with the DGS Board. Each Special Interest Group leader shall be a member in good standing of the Dallas Genealogical Society.
- At the Awards Banquet the Society shall award a gift certificate for a DGS event (excluding Salt Lake City and the Institute) to a participating member to honor Renee Jackson Smith.
- As a gesture of appreciation for the DPL genealogy staff, for each DGS lecture, the manager of the DPL History and Social Sciences Division may be asked to recommend one staff member who may attend the lecture at no cost. This person will officially register and will receive the same benefits as paid members (badge, syllabus, etc.) and will assist appropriately in staging the event.
- As a gesture of appreciation for the DPL genealogy staff, the Manager of the DPL History and Social Sciences Division (currently Heather Williams) shall be asked to recommend one staff member who may attend the annual Institute at no cost. This person will officially register and will receive the same benefits as paid members.
- Board Perks/Waived Caveat: Free access is not a guaranteed perk, but is dependent upon the Society’s financial situation and will be granted only as long as it can afford it.Comment: The term “Board members” shall include those individuals who hold positions appointed by the President.
The Lecture Series
All Board members shall register but have the registration fee waived and are expected to work, unless they specifically state that they don’t want to work that event. If they still want to attend the event, they will pay the normal registration fee.
Provided that the Lockin has at least 30 paid registrants, a set number (probably 2 or 3) of people may attend free because they will be working and will not be able to take full advantage of the research time. These people will be determined by the Vice President- Fundraising (Executive Vice President?).
The primary person(s) coordinating the event (not likely to be more than 2) may register at no charge. Provided that the Institute has at least 100 paid registrants, all Board members who wish to attend and who are willing to help during the event may register and pay an amount that is one quarter (1/4) the normal registration fee.
The Salt Lake City Research Trip
Two persons should be designated as the primary coordinators of the trip. These are not necessarily Board members. One person will take care of the technical and financial* paperwork, and the other will organize the “people” events. These two persons will register for the trip but the normal registration fee for a double occupancy room will be waived. While in Salt Lake City, both will be expected to provide research help to the trip participants.
* All significant financial commitments are authorized by the President.
Introduction and Purpose
The purpose of this document is to define the policies and procedures of the Dallas Genealogical Society (DGS) regarding the use of social media, audio and video recording devices, smart phones, tablets, cameras, laptops and personal computers in conjunction with DGS events and/or on DGS sponsored social media platforms. In this policy:
- ‘Social media’ means any facility for online publication and/or commentary, including (but not limited to) blogs, social networking sites (such as Facebook, Twitter, Flickr, and YouTube), or wikis
- ‘DGS-sponsored social media platforms’ refers to DGS-Initiated and managed platforms such as Facebook, wikis, blogs or other services that allow DGS members, officers, board appointees and/or members of the public to create content
DGS reserves the right to take photographs, videos and/or audio recordings at events and to incorporate them into advertising, marketing and publicity and their DGS-managed social media sites. All participants at DGS events consent to such actions. DGS will not “tag” (identify with name, nickname, avatar, or other identification) attendees on social media sites. DGS attendees may tag themselves, but are requested to not “tag” others without their permission. DGS permits and encourages the use of various forms of social media, including Facebook, Twitter and live blogging as a means of summarizing, highlighting, excerpting, reviewing, and/or publicizing sessions, events, speakers or DGS in general, provided that:
- Copyright laws are observed
- Only content excerpts are used and that the presentation material is not reproduced in full while using social media
- The speaker is referenced and cited appropriately in each case
In order to protect the intellectual property rights of our presenters we request that participants refrain from all of the following actions without prior consent of the presenter:
- Using audio and/or video recording devices
- Using photographic devices
- Capturing, transmitting, or redistributing syllabus materials or the bulk of the material presented in a session
Cell phones and other mobile devices should be operated in silent mode to avoid distracting the presenter and attendees.
DGS respects the right of members and officers to post content to social media sites and in no way seeks to discourage self-publishing and self-expression. DGS does not allow unauthorized personal or business advertising on any DGS-sponsored social media platform. DGS will monitor its sponsored social media platforms to insure that commentary and postings are relevant, appropriate, and in keeping with this policy and the mission of the Dallas Genealogical Society and reserves the right to take these (and other) actions:
- Edit or delete inappropriate or offensive postings from DGS-moderated social media
- Permanently deny access to DGS-moderated social media to individuals or organizations who create inappropriate content
- Permanently deny access to DGS-moderated social media to any individual, organization or corporation engaged in activities or commerce that is determined to be offensive, illegal or incompatible with the goals and objectives of the society
The Dallas Genealogical Society (DGS) places high priority on protecting your privacy. The privacy practices of this statement apply to membership in DGS and to services available to our members and to the public.
Information DGS Collects
Membership and Site Registration
In general, you can visit us on the Internet without telling us who you are or giving us personal information. There are times when we may need information from you: perhaps to process an order, to correspond, to provide a subscription or communicate about volunteering. Collecting personal information is an essential part of DGS’ services to our members – by doing so DGS can provide you with more effective genealogically-related services and products such as our newsletter, brochures, events, Society correspondence, surname lists etc. It is optional for the user to provide demographic information such as gender or unique identifiers (such as, username and password), but you are encouraged to do so. This will allow to provide and customize services and features to our members’ needs and wishes.
Joining/Renewing membership in DGS online or Orders
A user must provide contact information (such as name, email, and mailing address) and financial information for online transactions (such as credit card number, expiration date). This information is used for billing purposes and to fill customer’s orders. If we have trouble processing an order, the information is used to contact the user. If the member opts for automatic renewal of their membership, the credit card information is retained for this purpose only and a notice 30 days prior to the renewal will be sent to the members. DGS never requests Social Security numbers online.
Use of Your Information
DGS uses your information to facilitate the services you request. We use information about you to provide you with the services and products that are included as benefits of your membership in DGS. For instance emailed news announcements contain URL links that are counted so that we may see the amount of interest in an event or service. In addition, if you are a non-member purchasing products or services from DGS, we may also collect information as necessary to mail your order. You agree that we may use your information to contact you and deliver information to you that request and, in some cases, are targeted to your interests, such as administrative notices, service offerings, events, and communications relevant to your membership in DGS. If you do not wish to receive these communications, you may opt out of the receipt of specific communications.
Purchasing, Membership, and Donation History
In order for DGS to enhance its ability to tailor membership services, we retain information about the purchasing habits, membership renewals, and donations of our members to create a personalized membership profile. See the section on Membership.
Disclosure of your information
We store information that we collect through cookies, log files, clear gifs, and/or third parties to create a profile of our users. A profile is stored information that we keep on individual users that details viewing preferences. This profile is used to tailor a user’s visit to our website and in future website design. We do not share your profile with other third parties.
A cookie is a piece of data stored on the user’s computer tied to information about the user. Usage of a cookie is in no way linked to any personally-identifiable information while visiting our site. We use both session ID cookies and persistent cookies. For the session ID cookie, the cookie simply terminates once users close the browser. A persistent cookie is a small text file stored on the user’s hard drive for an extended period of time. Persistent cookies can be removed by following Internet browser help file directions.
By setting a cookie on our site, users would not have to log in a password more than once, thereby saving time while visiting our site. If users reject the cookie, they may still use our site. The only drawback to this is that user access will be limited. Persistent cookies enable us to track and target the interests of our users to enhance the experience on our site. See the “Membership Profile” section.
Like most standard Web site servers we use log files. This includes internet protocol (IP) addresses, browser type, internet service provider (ISP), referring/exit pages, platform type, date/time stamp, and number of clicks to analyze trends, administer the site, track user’s movement in the aggregate, and gather broad demographic information for aggregate use. IP addresses, etc. are not linked to personally identifiable information.
Clear Gifs (Web Beacons/Web Bugs)
We employ a software technology called clear gifs (a.k.a. Web Beacons/Web Bugs), that help us better manage content on our site by informing us what content is effective. Clear gifs are tiny graphics with a unique identifier, similar in function to cookies, and are used to track the online movements of Web users. The main difference between the two is that clear gifs are invisible on the page and are much smaller, about the size of the period at the end of this sentence. Clear gifs are not tied to users’ personally-identifiable information.
In addition, we use clear gifs in our HTML-based emails to let us know which emails the recipients open. This allows us to gauge the effectiveness of certain communications and the effectiveness of our email campaigns. If users would like to opt-out of these emails, please see the Opt-out section.
In order for DGS to enhance its ability to tailor the membership services we provide, we retain information about the purchasing habits, membership renewals, and donations of our users to create a personalized membership profile. This information may reside on a trusted partner’s server or database. See section on third party intermediaries.
Communications from the Site
Special Offers and Updates
We send all new members a welcoming email to verify password and username. Established members will regularly receive information on events, products, services, and a weekly announcement newsletter. Out of respect for the privacy of our users’ we present the option to not receive these types of communications. Please see the Choice and Opt-out sections.
If a user wishes to subscribe to our weekly announcement email newsletter, we ask for contact information such as name and email address. Out of respect for our users privacy we provide a way to opt-out of these communications. Please see the Choice and Opt-out sections.
On rare occasions it is necessary to send out a strictly service related announcement. For instance, if our website is temporarily suspended for maintenance we might send users an email. Generally, users may not opt-out of these communications, though they can deactivate their account. However, these communications are not promotional in nature.
We communicate with users on a regular basis to provide requested services and in regards to issues relating to their memberships. We reply via email or phone, in accordance with the user’s wishes.
Though we make every effort to preserve user privacy, we may need to disclose personal information when required by law wherein we have a good-faith belief that such action is necessary to comply with a current judicial proceeding, a court order or legal process served on our Web site.
The Dallas Genealogical Society cooperates with law enforcement inquiries, as well as other third parties as required by law. We can and you authorize us to disclose any information about you to law enforcement or other government officials as necessary or appropriate, in connection with an investigation any activity that is illegal or may expose DGS or our membership to legal liability.
These are the instances in which we will share users’ personal information:
Third Party Intermediaries
We use an outside credit card processing company to bill users for goods and services. These companies do not retain, share, store or use personally identifiable information for any secondary purposes. Our service provider for online payment processing is iats.com. To contact their customer service:
IATS, 1304 Hornby St., Vancouver, BC, Canada, V6Z 1W6
We partner with a third party Z2 Systems, Inc., 651 West Washington, Suite 202, Chicago, IL 60661, to provide specific membership database services. When the member requests a log-in to access membership information, change addresses, change emails, or renew membership we are using information stored in their databases. All membership information stored is necessary for the third party to provide these services. Z2 Systems is not allowed to use personally-identifiable information except for the purpose of providing these services.
In the event Z2 Systems, Inc. goes through a business transition, such as a merger, acquisition by another company, or selling a portion of its assets, users’ personal information will, in most instances, be part of the assets transferred. Users will be notified via email and a prominent notice on our website as soon as we are notified of the change of ownership or control of personal information. If as a result of the business transition, the users’ personally identifiable information will be used in a manner different from that stated at the time of collection they will be given choice consistent with our notification of changes section.
This Web site contains links to other sites. Please be aware that Dallas Genealogical Society is not responsible for the privacy practices of such other sites. We encourage our users to be aware when they leave our site and to read the privacy statements of each and every Web site that collects personally-identifiable information. This privacy statement applies solely to information collected by the DGS website.
Your use of Other Members’ Information
The Dallas Genealogical Society uses industry standard practices to safeguard the confidentiality of your personally-identifiable information. DGS treats data as an asset that must be protected against loss and unauthorized access. We employ many different security techniques to protect such data from unauthorized access by users inside and outside the organization. Regardless of any and all security measures used, “perfect security” does not exist.
When our registration/order form asks users to enter sensitive information (such as credit card number), that information is encrypted and is protected with the best encryption software in the industry – SSL. While on a secure page, such as our order form, the lock icon on the bottom of Web browsers such as Netscape Navigator and Microsoft Internet Explorer becomes locked, as opposed to un-locked, or open, when users are just ‘surfing’. To learn more about SSL, follow this link https://en.wikipedia.org/wiki/Transport_Layer_Security.
While we use SSL encryption to protect sensitive information online, we also do everything in our power to protect user-information off-line. All of our users’ information, not just the sensitive information mentioned above, is restricted to use by the Board of Directors or volunteers who need the information to perform a specific job. All users are kept up-to-date on our security and privacy practices. Every year, as well as any time new policies are approved, our users are notified and/or reminded about the importance we place on privacy, and what they can do to ensure our users’ information is protected. Finally, the servers that store personally-identifiable information are in a secure environment. For any questions about the security at our website, users can send an email to the system administrator at firstname.lastname@example.org.
Correcting/Updating/Deleting/Deactivating Personal Information
If a user’s personally-identifiable information changes (such as zip code, phone, email or postal address), or if a user no longer desires to be a member, we provide a way to correct, update or deactivate users’ personally-identifiable information. Although information is never completely removed from our databases due to technical and legal constraints, including stored “back up” systems, changes can be made by logging into your membership account or by emailing our system administrator at email@example.com. Or, contact us by telephone or postal mail at the contact information listed below.
Notification of Changes
If, however, we are going to use users’ personally identifiable information in a manner different from that stated at the time of collection we will notify users via email. Users will have a choice as to whether or not we use their information in this different manner. However, if users have opted out of all communication with the site, or deleted/deactivated their account, then they will not be contacted, nor will their personally-identifiable information be used in this new manner. In addition, if we make any material changes in our privacy practices that do not affect user information already stored in our database, we will post a prominent notice on our Web site notifying users of the change. In some cases where we post a notice we will also email users, who have opted to receive communications from us, notifying them of the changes in our privacy practices.
Corrections, comments, and suggestions
If you have corrections to your membership information, or have questions, suggestions, or complaints, please contact us at: firstname.lastname@example.org.
- DGS refers to the Dallas Genealogical Society.
- A customer is a member or non-member who has purchased goods or services from the DGS using a credit card or check.
- An officer is an elected or appointed representative of the DGS.
- Financial accounts refers to bank accounts, any online account involved in payment processing, and online accounting software.
- The DGS does not share, sell or provide customer data to any entity, except where required to by law.
- The DGS uses only PCI-compliant vendors for ecommerce and payment processing services (gateway, payment card processing, merchant service, bank). Their compliance is reviewed annually.
- The DGS files the annual PCI self-assessment questionnaire as required by its merchant service.
- The DGS does not store customer credit card data, nor do any of the officers have access to the entire credit card number. Only the last 4 digits and expiration date are viewable.
- Login access to DGS financial accounts is limited to officers who have a legitimate need, such as the Treasurer, President, IT Director, and professional vendors, such as an accountant or bookkeeper.
- Passwords used on financial accounts follow current standards of complexity, and are changed whenever an officer or vendor is replaced. Passwords are managed in either a password-protected file or a secure password management service.
- Accounting software is kept fully up to date, and the Treasurer laptop is kept in a secure location. The laptop and Quickbooks are both password-protected.
- Financial and personal data (scans of checks, 1099s, etc) are not transmitted via email.
- This policy is reviewed annually by the board and updated as needed.
Reviewed by the board of directors and revised 09 July 2016
Reviewed by the board of directors: September, 2017