This organization shall be known as the Afro-American Historical and Genealogical Society, Inc. ( hereinafter “AAHGS”), and shall only be abbreviated as AAHGS.

Article II. PURPOSE

The purpose of this organization is to provide a membership organization committed to the preservation of the history, genealogy, and culture of the African Ancestored populations of the local, national and international community. AAHGS stresses the importance of our history and genealogy by encouraging active participation in recording research and documenting personal family histories.

Section 2.01. Seal

The AAHGS seal shall consist of a flat-faced circle with the words and figures, “A.A.H.G.S., Washington, D.C., and Established 1977” cut or engraved thereon.

Section 2.02. National Logo

The AAHGS national logo consists of a tree shown in full foliage positioned atop the lines of a pedigree chart, which together denotes Life. The overlapping outlines of the United States and Africa signifies Continuity between African Americans and their African ancestors. And the circle, without beginning or end, enclosing the entire design, represents Eternity.

Section 2.03. Chapter Logo

Each chapter may display their own identifying name within an arc shaped chevron affixed to the AAHGS logo. The width (from AAHGS logo to the outer portion of the chevron) of the chapter’s chevron will not exceed 1/8 the diameter of the AAHGS logo. The arch shaped chevron will adjoin the bottom portion of the AAHGS logo and not to exceed 40% of its circumference. Further, characters identifying the chapter will be contained within the chevron and exclude the word, “chapter.” The background color of the chapter’s chevron can be of the chapter’s choosing.

Each chapter using a unique identifier will submit a color copy of their proposed diagram to the AAHGS Executive Committee for concurrence.

ARTICLE III. MEMBERSHIP

Section 3.01. Qualifications for Membership

Any person or organization interested in and supportive of the purpose and mission of the AAHGS may complete a membership form and submit it along with the applicable membership fee. Membership is open to all persons and organizations with no regard to race or ethnic background. Membership in the national organization is a prerequisite to membership in a chapter.

Section 3.02. Categories of Membership

Individual: A person 18 years of age or older.
Student: A person 18 years of age or older, with confirmed proof of school enrollment at college level or higher
Family: Two adults with or without children living at the same address.
Subscriber: The subscriber membership may be self-selected by an organization, historical society, library, institution, or family association that prefers to receive only the AAHGS Newsletter and AAHGS Journal and no other AAHGS membership benefits.
Organization: A business, group, organization, or society. Two representatives from the organization are eligible to attend the annual conference at the member rate upon presentation of appropriate documentation.
Life: A person at least 18 years old or an organization that pays the life member fee within the prescribed period or a person or organization who has a life membership bestowed by the AAHGS Executive Committee. Life members are entitled to reduced conference registration fees and receipt of all newsletters and journals. Life memberships are not transferable. Two representatives from an organization that has a life membership are eligible to attend the annual conference at the life member rate.

Section 3.03. Membership Dues

Annual dues shall be required of all members of the AAHGS except for those individuals who have a life membership bestowed by the AAHGS Executive Committee. Dues for membership shall be determined by the Board of Directors and published annually.

Dues may be paid directly to the national organization.

The membership year is from January to December.
Membership dues shall be payable in advance on or before December 31st of each calendar year. Dues become delinquent on January 1 of each calendar year. A member whose dues are delinquent loses all membership benefits of the AAHGS and all benefits cease as of March 1.
New members paying dues after September 1 shall receive the publications for the remainder of the calendar year.
New members paying dues before September 1 shall receive all publications for the current year.
Only current members can hold office and vote.

ARTICLE IV. OFFICERS

Section 4.01. Elected Officers

The elected officers of the AAHGS shall be a President, Vice President of Genealogy, Vice President of History, Recording Secretary, Corresponding Secretary, Financial Secretary, and Treasurer. The elected officers shall also comprise the Executive Committee of the Board of Directors. All elected officers shall be bonded for a sum sufficient to protect the Society.

Section 4.02. Appointed Officers

The following National Board Members may be appointed: Membership Coordinator, Historian, Representative to the Federation of Genealogical Societies, Chapters Committee Co-Chairs, Parliamentarian, Records Manager, Librarian, Editor of the Newsletter, Editor of the Journal, Public Relations Chair, Information Specialist, Special Publications Editor, Awards Committee Chair, Election Committee Chair, or any other national board chairs, as needed.

Section 4.03. Qualifications of Officers

No person shall be eligible to hold national office who has not been a member for at least one year.
Elected officers shall have been members of the Society a minimum of two years.
The President shall have served at least one term in another position on the Board of Directors prior to being nominated to run for president.

Section 4.04. Duties of Elected Officers

Each member of the Board of Directors and/or Committee Chairs (or Co-Chairs) must follow reporting requirements as either spelled out in the Bylaws or directed by the President. The President shall:

Preside at all meetings of the Board of Directors and at the State of the Society general membership meeting.
Call special meetings of the Board of Directors or the Executive Committee of the Board.
Appoint chairs to all standing and special committees subject to the approval of the Executive Committee.
Appoint members to fill vacancies on the Board of Directors other than the office of President.
Sign all contracts and documents authorized by the Board of Directors.
Serve as ex-officio member of all committees except the Election Committee.
Enforce observance of the Bylaws.
Present an annual, written report of the activities and accomplishments of his/her administration at the annual membership meeting.
Performs other duties as assigned by the Board of Directors.

The Vice Presidents of Genealogy and History shall:
1. Attend meetings of the National Board.
2. Assume the duties of the President in the absence of the President in an order designated by the Board of Directors.
3. Serve as Co-Chairs of the Conference Planning Committee to ensure the historical and genealogical education of the membership.
4. Recommend individuals to serve on the Conference Planning Committee for approval by the Board of Directors.
5. Serve as members of the Finance Committee.
6. Be responsible for special projects related to the collection, preservation and dissemination of knowledge and information about genealogical and related historical data.
7. Provide written, annual reports to the Board of Directors regarding the annual conference.
8. Perform other duties as assigned by the President or Board of Directors.
The Recording Secretary shall:
1. Keep minutes of all business and special meetings as designated by the President.
2. Prepare reports and summaries as directed by the Board of Directors.
3. Prepare minutes and annually present those of the previous year to the Board for inclusion in the Society archives.
4. Perform other duties as assigned by the President or Board of Directors.
The Corresponding Secretary shall:
1. Answer all correspondence received from the membership and public inquiries received by the Society that are not specifically assigned to another officer or committee.
2. Assist the Membership Coordinator as necessary.
3. Inform members of the Board of Directors and Executive Committee of the meeting times and location.
4. Pick up all mail from the Post Office Box and maintain a monthly record of the Society’s correspondence received and to whom the correspondence was directed for response or follow up.
5. Forward all checks to the Financial Secretary after listing in the monthly record of correspondence received.
6. Perform other duties as assigned by the President or Board of Directors.
The Financial Secretary shall:
1. Maintain a record of all financial transactions, financial correspondence, and the disposition of each;
2. Reconcile all receipts and disbursements in coordination with the Treasurer.
3. Review investments with an investment advisor and monthly and quarterly reports from investment institutions.
4. Provide financial reports to the Board of Directors.
5. Ensure that the organization is in compliance with state laws regulating charitable solicitations in all states in which the AAHGS conducts business.
6. Perform other duties as assigned by the President or Board of Directors.
The Treasurer shall:
1. Deposit all funds in the name of the AAHGS in a federally-insured financial institution as designated by the Board of Directors.
2. Disperse payments, accompanied by the requisite documentation, in accordance with the current procedure as approved by the Board of Directors.
3. Maintain a proper set of books and present them annually for audit at the close of each fiscal year.
4. Present an annual report to the general membership and other financial reports as directed by the President and/or the Board of directors.
5. Ensure that an annual audit is conducted and that all appropriate reports for the District of Columbia and the U.S. Internal Revenue Service requirements are submitted as required.
6. Serve as the Chairman of the Finance Committee.
7. Perform other duties as assigned by the President or Board of Directors

The Membership Committee Chairperson shall:
1. Include as committee members the Membership Coordinator, Corresponding Secretary, and the Chairman of the Reactivation Committee. Other committee members may be added as required.
2. Manage and oversee all matters related to current membership, recruitment, and retention of AAHGS Members.
3. In conjunction with the Membership Coordinator, develop plans, policies and procedures related to current membership.
4. Develop and implement strategic plans to recruit and retain members.
5. Develop policies and recommendations related to membership categories, the dues structure, membership marketing strategies, and other matters pertaining to membership.
The Membership Coordinator shall:
1. Coordinate activities and procedures related to current AAHGS members.
2. Maintain accurate records of current members.
3. Provide current membership information, e.g., membership totals and rosters, as required, to the Membership Committee Chairperson.
4. Prepare written reports, as directed by the Membership Committee Chairperson, for Board meetings and the annual business meeting.
5. Performs other duties as assigned by the Membership Committee Chairperson.
The Archivist shall:
1. Ensure the preservation of all documents, artifacts, reports, official papers of the AAHGS and other such materials as designated by the Board of Directors.
2. Perform other duties as assigned by the President or Board of Directors.

The Librarian shall:
1. Store, maintain, catalogue, and care for all books, publications, and other materials donated or purchased by the Society and not assigned to another officer.
2. Report annually on the holdings of the Society.
3. Performs other duties as assigned by the President or Board of Directors.

The Historian shall:
1. Collects, compiles and organizes on an annual basis, the historical data received from both the national and chapter leadership.
2. Coordinates and prepares an annual report for review by the Board of Directors prior to publication and presentation at the annual conference.
3. Collects and turns over to the Archivist photographs, news-clippings, historical items, etc., which document the history of the organization
4. Performs other duties as assigned by the President or Board of Directors.
The Parliamentarian shall:
1. Be versed in parliamentary procedure and guide the presiding officer.
2. Ensures that meetings and proceedings of the Society are held in accordance with its Articles of Incorporation, Bylaws, and Robert’s Rules of Order, Revised.
3. Serves as chairperson of the Committee on Bylaws.
4. Performs other duties as assigned by the President or Board of Directors.
The Director of Publications shall:
1. Work with the editorial board and staff to assist in research and writing of AAHGS publications.
2. Ensure continuous publications of the Journal, Newsletter, and Special Print Publications.
3. Make recommendations to the Board of Director regarding AAHGS publications.
The Special Publications Editor shall:

Plan, review, edit, and develop AAHGS special publications.
The Editor of the Journal shall:
1. Solicit and collect all materials to be considered for publication in the Journal of the Afro-American Historical and Genealogical Society.
2. Coordinate the review of all material being considered for publication.
3. Determine the format and final content to be published in the Journal.
4. Prepare the Journal content for publication in accordance with the guidelines set forth in the AAHGS Journal Handbook.
5. Report to the Board of Directors issues relative to the publication of the Journal.
6. Perform other duties as assigned by the President or Board of Directors.
The Editor of the Newsletter shall:
1. Collect and receive materials to be considered for publication in the AAHGS
  
  News.
2. Select, edit, and prepare for publishing all materials for the AAHGS Newsletter, in accordance with the guidelines set forth in the AAHGS Newsletter Handbook.
3. Bring before the board of Directors issues pertinent to the publication of the AAHGS Newsletter.
4. Perform other duties as assigned by the President or Board of Directors.
Public Relations Liaison shall:
1. Prepares all press releases and statements regarding AAHGS activities for Board of Directors approval and distributes same to the media and public-at-large.
2. 2. Performs other duties as assigned by the President or Board of Directors.
The Information Specialist shall:
1. Maintain a list and description of all computer software useful for conducting historical or genealogical studies.
2. Maintain a record of all online resources which promotes historical or all online resources which promotes historical or genealogical research
3. Maintain subscriptions to any newsletters or other literature containing information about computer or telecommunications products or services useful to conducting historical or genealogical studies.
4. Serve as a consultant to the AAHGS regarding general technical and managerial issues regarding computers and telecommunications.
5. Prepare AAHGS for participation in the Information Superhighway.
6. Recommend the upgrade of methods of communication within the AAHGS as technological advancements emerge. The board of directors should be encouraged to learn new technology and assist in this process.
7. Perform other duties as designated by the President or Board of Directors.

Section 4.05. Election and Terms

The election of officers shall be held every year, with different officers elected in alternate years.
Elected and appointed officers may serve no more than two consecutive two-year terms.

The Membership Coordinator, Historian, Representative to the Federation of Genealogical Societies, Chapters Committee Co-Chairs, Parliamentarian, Records Manager, Editor of the Newsletter, Editor of the Journal, Public Relations Information Specialist, Special Publications Editor, the Awards Committee Chair, and the Election Committee Chair shall be appointed by the President, subject to the approval of the Board of Directors.

ARTICLE V. MEETINGS

Section 5.01. Annual Meeting of the Membership

The Society shall hold an annual meeting of the membership:

The purpose of the meeting is to provide a report on the State of the Society, including the President’s report on activities and accomplishments; to consider goals and strategies for future calendar years; and to transact other business as required.
A quorum for a meeting of the membership shall consist of 1/12th of financial members.

Section 5.02. Annual Conference

Barring extenuating or exigent circumstances, the Society shall conduct an annual conference at a time specified by the Board of Directors. The conference shall be open to all interested individuals and organizations.
The Executive Committee and/or Board of Directors may receive and review proposals from the Conference Planning Committee regarding location of the annual National Conference.
In accordance with the AAHGS Conference Handbook, any chapter may submit to the Executive Committee a proposal for sponsoring and hosting the Annual National Conference.
In accordance with the AAHGS Conference Handbook, the Executive Committee will consider and accept or reject a proposal for the site and time of the Annual National Conference or for a chapter’s sponsoring and hosting an Annual National Conference.
The Conference Planning Committee shall include the Vice Presidents for Genealogy/History, the National President (for fiduciary responsibilities only), and the Host Chapter President.

Section 5.03. Special Meetings

The Executive Committee may call special meetings of the Board of Directors and the membership.

Section 5.04. Quarterly Board Meetings

The Board of Directors shall meet no less than quarterly to conduct business of the Society. No audio/video recordings or photographs of special or quarterly business meetings which are closed to the public are permitted. The Recording Secretary is permitted to make an audio recording of the proceedings of the Board of Directors for record-keeping purposes. The tapes of the proceedings must be destroyed after the minutes have been committed to writing and accepted by the Board of Directors as an accurate record of the proceedings.

Section 5.05. Quorum

A quorum of the Executive Committee at a meeting of the Board of Directors or at a meeting of the Executive Committee shall consist of a majority of the total membership of the Executive Committee. A quorum of the Board of Directors shall consist of a simple majority of members.

ARTICLE VI. CHAPTERS

Section 6.01: Potential Chapters

Chapters may be organized under the guidelines established by the Board of Directors for the purpose of furthering the objectives of the AAHGS. Ten or more financial members of the national organization shall be the minimum number of members in a geographical location who may apply to form a chapter. Each Chapter shall be a not-for- profit organization with confirmation of its nonprofit certification status and Bylaws submitted and approved by the Board of Directors of the AAHGS.

Section 6.02. Chapter Establishment Procedures

Chapter organizers shall have access to the AAHGS Chapter Establishment Guidelines and Procedures for establishing a chapter.

Section 6.03. Completion of Chapter Establishment Process

Upon satisfactory completion of the application process, organizers will be notified by the Executive Committee of approval for charter.

Section 6.04. Chapter Dues

Chapter dues shall not exceed the amount of national dues in each membership category.

Section 6.05. Chapter Compliance

All chartered chapters shall comply with the guidelines and procedures outlined in the AAHGS

Chapters’ Handbook.

Section 6.06. Failure to Follow AAHGS Procedures

Failure to follow the guidelines and procedures of the AAHGS Chapters’ Handbook or engaging in activities detrimental to the best interests of the AAHGS may lead to a decision by the Executive Committee to revoke a chapter’s charter. The Chapter shall be afforded an opportunity to be heard pursuant to such reasonable procedures as the Executive Committee shall establish.

Section 6.07. Special Circumstances

Each Chapter shall advise the Executive Committee in writing of special circumstances which affect its chapter status (e.g., less than ten (10) financial members in a geographical area, a chartered chapter’s falling to less than ten (10) financial members, or consideration of chapter dissolution) following which the Executive Committee will review the circumstances and issue a decision concerning the respective situation.

Section 6.08. Chapters:

Develop Bylaws consistent with the National Bylaws and Articles of Incorporation of the national organization, and submit two (2) copies which shall be filed with the national Financial Secretary.
Hold no less than two meetings per year, one of which shall be public.
Maintain a minimum of ten (10) financial members.
File annual and periodic reports as designated by the Executive Committee.

ARTICLE VII. BOARD OF DIRECTORS

Section 7.01: Governance

The Board of Directors shall be the governing body of the Society.

Section 7.02: Board Composition

The Board of Directors shall consist of the elected officers, the appointed officers, the chairpersons of standing and special committees, and the immediate past president.

Section 7.03: Board of Directors Responsibilities

Subject to the final authority of the Executive Committee, the Board of Directors shall:

Transact all business of the Society or designate committees or individuals to transact business.
Take no action that conflicts with the actions approved by the assembly of the Society.
Designate an auditor to review, annually, the financial records of the Society and receive the report of the auditor.
Prescribe responsibilities and functions of committees.
Approve the December 15th budget for the Society for the calendar year beginning January 1st.

ARTICLE VIII. COMMITTEES

Section 8.01: Standing Committees

The standing committees of the Society shall be Executive, Program, Finance, Public Relations, Chapter Establishment, Bylaws, Conference Planning, Membership, and Awards.

Section 8.02: Standing Committee Annual Reports

All standing committees shall prepare annual reports and submit them to the President.

Section 8.03: Committee Leadership Appointment

Chairpersons of committees, with the exception of the Executive Committee and the Election Committee, shall be recommended by the President and approved by the Executive Committee.

Section 8.04: Executive Committee Responsibilities

The Executive Committee shall:

Consist of the elected officers of the Society.
Approve, upon the recommendation of the President, officers to vacancies which may occur during an administration.
Perform other duties as assigned by the President or Board of Directors.

Section 8.05: Responsibilities of the Conference Program Committee The Conference Program Committee shall:

Plan the programs for the annual conference in accordance to the guidelines set forth in the AAHGS Conference Handbook by issuing a call for papers, reviewing and selecting subjects and participating fully in the development of a Conference agenda.
Plans other national programs as assigned by the Board of Directors.

Section 8.06: The Finance Committee shall:

Include the Treasurer, Financial Secretary, and others as recommended by the President and approved by the Board of Directors. The Financial Secretary shall serve as the Chair of the Finance Committee.
Develop and present to the Executive Committee by November 15th, the draft budget for the fiscal year beginning the following January.
Ensure quarterly internal reviews and timely reporting for tax purposes, and any other external agencies such as funding sources.
Perform other duties as requested by the President or Board of Directors.

Section 8.07: The Public Relations Committee shall:

Be responsible for the development of fliers, brochures, graphics, including logos, and other items to be used by the media or by the Society to publicize or improve the image of the Society.
Work with the Conference Planning Committee and other committees to publicize the conference and other Society projects.

Section 8.08: The Chapters’ Committee shall:

Provide guidelines and procedures in the AAHGS Chapter Establishment Handbook for those who wish to establish chapters.
Develop and recommend policy and procedures to the Board of Directors
Upon approval from the Board of Directors, enforce policy, implement procedures, and monitor chapter development and chapter activities
Prepare a summary annual report on chapter development
Serve as liaison between the chapters and the Board of Directors

Section 8.09: The National Bylaws Committee shall:

Be chaired by the Parliamentarian.
Review the Bylaws on a regular basis.
Recommend to the Executive Committee, when directed, any changes in the Bylaws and provide appropriate language for these changes.
Take all necessary steps to prepare the revised draft of Bylaws for concurrence by the Executive Board and Board of Directors, and ratification by the membership.

Section 8.10: The Conference Planning Committee shall:

Develop and present to the Board of Directors, for its approval, a program for the Annual National Conference.
Be responsible for logistics and administrative issues relating to the annual national conference.
Perform all tasks necessary to obtain facility, registration, food, workshops, special events, tours, development, and printing of primary program and other programs and kits for the annual national conference. In addition, shall work closely with Public Relations Committee publicity for secure speakers and developing themes and topics for presentation.
Prepare and present to the Board a detailed conference report at the first Board meeting following the conference

Section 8.11: The Membership Committee shall:

In conjunction with the Membership Coordinator, maintain an accurate list of all financial members of the Society.
Serve as liaison with committees, officers, and chapters on issues involving the membership.
Work closely with the Public Relations Committee and the Financial Secretary in membership campaigns and record keeping.
Prepare quarterly and annual reports and submit them to the Board.

Section 8.12: The Awards Committee shall:

a) Provide guidelines and procedures in the AAHGS Awards Handbook regarding the establishment and bestowal of national awards.

ARTICLE IX. NOMINATION AND ELECTION OF OFFICERS

Section 9.01: Election Committee

The President shall appoint an Election Committee that will serve for a time stipulated for the purpose of preparing a slate of qualified candidates and for the conduct of elections.

Section 9.02: Election Committee Responsibilities

The President, with the approval of the Board of Directors, shall appoint the Election Committee and the Chair to conduct elections. The duties of the Election Committee shall be to:

Perform its duties in accordance with the AAHGS Election Handbook.
Solicit nominations of qualified candidates to fill Board of Directors’ elected positions via the AAHGS Newsletter, the AAHGS Web Site, and/or electronic media.
List the positions, duties, and qualifications of the offices to be filled.
Prepare a slate of qualified candidates to present to the Board of Directors 15 days prior to the election.
After Board of Directors’ approval of the slate, prepare a ballot to be provided to the general membership by the AAHGS website, AAHGS Newsletter, and/or other electronic media at least 30 days before close of the election.
Receive and tally votes.
Conduct a tie-breaking vote if necessary.
Present a written summary report of the election process at the Board of Directors meeting immediately following the election.
Submit all election materials to the Archivist, no more than 90 days following submission of the written summary report.
The Elections Committee may disband following a majority vote of the Board of Directors.

Section 9.03: Qualifications for Nominees

All persons nominated to hold an elected position with the Board of Directors or appointed to a position by the President must be financial members in good standing with the AAHGS.

Section 9:04: Terms of Office

In order to facilitate staggered terms of office for the Executive Committee, the following positions--President, Vice President of Genealogy, Corresponding Secretary, and Treasurer-shall be elected in alternate years. The Vice President of History, Recording Secretary, and Financial Secretary shall be elected in alternate years. Elected Board members shall hold office for a term of two (2) years.

Section 9:05: Voting

Voting shall be by written ballot and/or electronic voting, with the exception that if there is only one nominee for an office, the candidate shall be elected by acclamation in accordance with procedures in the Election Handbook.
Only AAHGS financial members, i.e., members who have paid current national and local dues, are eligible to vote.
Election shall be by a majority vote of the total members voting.

Section 9:06. Vacancies.

In the event a vacancy occurs in an unexpired term of office, the President, with the approval of the Board, may appoint a member to complete the remainder of that term.

ARTICLE X. NATIONAL AWARDS

Section 10.01: National Awards Committee Responsibilities

In accordance with the procedures set forth in the AAHGS Awards Handbook, the Awards Committee may present annual national awards.

The Awards Committee may suggest to the Board of Directors other categories for awards, complete with specifications for the granting of such awards.
No national award may be discontinued without the approval of the Board of Directors.
No national award may be bestowed, except those previously approved by the Executive Committee.
Any financial member may suggest an award for the consideration of the Awards Committee.

Section 10.02: Amendments of National Award Qualifications

No amendments to or alterations of national award qualifications may be made other than as set forth in the AAHGS Awards Handbook.

ARTICLE XI. BUDGET AND FINANCE

Section 11.01. Fiscal Year

The fiscal year of the Society shall be January 1 through December 31.

Section 11.02: Annual Audit

The books of the Society shall be audited at the close of each fiscal year.

Section 11.03. Annual Budget Approval

The Executive Committee shall approve a budget prior to the beginning of each fiscal year. Any item of more than the maximum established by the Board of Directors and not approved in the budget must be presented to the Executive Committee or to the Board of Directors for approval.

No member of AAHGS or any member of the Board of Directors, except the Treasurer in conjunction with the Financial Secretary, or the President, if the Financial Secretary is unavailable, may obligate the Society for an amount in excess of $500.

Section 11.04. Grant Solicitations for Projects

Members on good standing, with at least one (1) year of membership with both the local chapter and national, can submit an application for a grant under the sponsorship of AAHGS, as the Applicant Organization, with the approval of the Chapter officers, if the grant is for the chapter, or National, if the grant is for National.

The grant application process is open to any financial member of AAHGS.
The proposed project must pertain to areas of historical or genealogical research and/or the preservation of African American history.
A written draft proposal in its entirety must be submitted to the organization for approval by a quorum (consisting of a simple majority of the members) two months prior to the grant application deadline.
A complete copy of the grant application must be submitted to the National Office, if the grant solicited is on the Chapter or National level, for its records at least one (1) month prior to the application deadline.
1. Should the grant application be approved by the funding agency, the Project Director or Fiscal Agent must keep a log of all financial correspondence in coordination with the Treasurer of the AAHGS entity.
2. Accounts for funded grant projects will be opened under the banking institution of AAHGS, specifying the title of the project on the bank account.
3. The Fiscal Agent shall be bonded for a sum sufficient to protect AAHGS.
4. It is the responsibility of the AAHGS Treasurer and Financial Secretary, in conjunction with the Project Fiscal Agent, to keep records and documentation of all financial transactions and to report them quarterly to the Board of Directors of the National or Chapter, whichever is applicable.
5. Two signatures are required on all checks and one signature must be the Fiscal Agent or the AAHGS Treasurer.

ARTICLE XII. AMENDMENTS

Any financial member may submit suggested amendments to the Bylaws Committee, which will review the suggested changes when directed by the Executive Committee, as stated in Section 8.09, and make recommendations regarding changes to the Executive Committee.

Section 12.01: Proposed Amendment Review

The Bylaws Committee must have at least 30 days and not exceed 60 days in reviewing proposed amendments and submitting them to the Executive Committee for approval.
Upon Executive Committee approval, the Bylaws Committee will distribute the proposed amendments to the Board of Directors for approval.

Section 12.02: Membership Notification/Comments

Upon a vote of approval by the Board of Directors, all proposed amendments must be posted on the AAHGS website for review and member comments.

a) Notice shall be provided to all financial members, in the Newsletter, on the website, by email, and/or by other electronic media, to announce the posting of the proposed amendments on the website for review and comment.

After review of member comments, the Executive Committee may refer a proposed amendment(s) back to the Bylaws Committee for further research.

Section 12.03: Voting/Adoption of Amendments

After all proposed amendments are finalized, financial members shall be provided instructions for voting on the website or by other electronic media.
A two-thirds vote of all those voting shall be required to adopt proposed amendments

ARTICLE XIII. RULES OF ORDER

Section 13.01: Governance

The Society shall be governed by Robert’s Rules of Order, Newly Revised, or any future revision.

Section 13.02: Standard Operational Procedures

The Society may, upon approval by the Board of Directors, develop operating manuals consistent with its intent and Articles of Incorporation.

ADDENDUM

Record retention Schedule

Records Retention Schedule

In order to ensure compliance with any regulatory requirements and with standard records retention standards, the Preliminary Records Retention Schedule is established, and reads as follows:

Bylaws Of the

Afro-American

Historical and Genealogical Society, Inc.

Article I. NAME