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YAKIMA VALLEY GENEALOGICAL SOCIETY
STANDING RULES
  November 11, 2023
 
  1. That all materials donated to the library become the property of Yakima Valley Genealogical Society and shall remain in the custody of said organization unless the donation form indicates otherwise.  Requests, by relatives, friends, or acquaintances of a donor, for removal of any material belonging to the Yakima Valley Genealogical Society shall not be honored. (rev 11/11/23)
  1. That the Yakima Valley Genealogical Society Library is a reference library only.  No books may be checked out without prior authorization from the Head Librarian.
  1. That upon the death of a current member, the Treasurer shall transfer $10.00 from the operating account into the Emergency Reserve Fund.  All memorial gifts received by the Society shall also be placed in the Emergency Reserve Fund.  The cap for the Emergency Reserve Fund is $40,000.  When that cap is reached the above mentioned funds shall be deposited into the Endowment Fund. (rev 11/13/18)
  1. That the days of operation and hours of operation of the Society library shall be determined by the Board of Directors.  That the library shall be closed on the following days:  New Year's Day, Memorial Day Weekend (Sat, Sun, Mon), July 4th, Labor Day Weekend (Sat, Sun, Mon); Thanksgiving Day including the Friday and Saturday following Thanksgiving, Christmas Eve through New Year's Eve and any day that the society sponsors an offsite seminar or workshop. (Rev 5/8/18)
  1. That all business of the society shall be conducted on a calendar year (January 1 to December 31).
  1. That no member of YVGS shall enter into any verbal or written contract/agreement with any outside entity without the prior authorization of the Board of Directors.
  1. That any contractual agreements for non-emergency maintenance, repair, or operation of the facility above $2,000.00 shall require a minimum of at least 2 competitive bids and approval of the Board of Directors. (Rev 11/11/23)
  1. That the Society shall have two work days per year for the purpose of cleaning the library and doing major outside jobs.  (05/10/22)
  1. That annual membership dues shall be determined by a two-thirds vote of the Board of Directors.  Annual membership dues shall be $25 per year paid by check or cash; $27 paid by PayPal. (Rev 02/02/21) (Rev 11/11/23)
  1.  That the Board shall meet every quarter in February, May, August and November and at the call of the President, the day and time to be determined by the Board members.
  1. That the amount paid by new or reinstating members joining the Society after September 30 shall cover the remainder of the current year as well as the following year.  (Rev 5/8/18) (Rev 11/12/19) (Rev 11/11/23)
  1. That the Society's Board of Directors has the responsibility to create the Board of Trustees to administer the Endowment Fund.
  1. That all expenditures exceeding $250.00 must be submitted to the Board for pre-approval, with the exception of regular monthly expenses, such as rent, telephone, electricity, website subscription, Ancestry subscription and other utilities which the Treasurer is authorized to pay automatically when due.  The President, or Vice-President upon absence of the President, can approve $200 - $400 expenditures.  In emergencies involving the building and maintenance two Board members can approve a larger expenditure.  (Rev 11/11/23)
  1. That Board Meeting minutes shall not be read at the General Meeting.  Pertinent actions taken by the Board shall be reported to the general members at the next general meeting.  Board meeting minutes shall be posted on the Society website within two weeks of their approval by the Board.
  1. That the offices of President and Treasurer be authorized to sign checks but only one signature is required.  (02/09/21)
  1. That the Board of Directors may, at their discretion authorize the transfer of funds between the various accounts that comprise the net worth of the Society.