By-Laws of the The Lance-Lantz-Lentz-Lence People, Inc.
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By-Law Sections

By-Law Amendments (Note: Amendments are already incorporated into the By-Laws below.)

Amended By-Laws

Article I - Duties of Officers

Section 1: President

  1. Shall preside at all General Meetings of the body.
  2. Shall serve as Chairperson of the Executive Committee and preside at the meetings of said committee.
  3. Shall serve as ex-officio member of all other committees.
  4. Shall have appointive powers to fill any office deemed to be vacant for whatever reasons and to name and create any committees deemed to be essential to the effective work of the organization.

Section 2: Vice President

  1. Shall perform the duties of the president in the absence of the President or at the President's request.
  2. Shall serve as Vice Chairperson at the Executive Committee.

Section 3: Secretary-Treasurer (Amended 6/10/00)

  1. Shall be responsible for the payment to the Georgia Secretary of State for all legal fees necessary to maintain incorporated status.
  2. Shall maintain written records of all meetings of both the general membership and the executive committee.
  3. Shall maintain records of all the incomes and expenditures and report to the general membership in its annual meeting. Invoices, receipts and other supporting materials shall be retained by the Secretary-Treasurer for not less than two (2) years.
  4. Shall retain all minutes permanently for legal and historical purposes.

Section 4: Chaplain

  1. Shall be responsible for the worship service of the annual meeting and for counseling with any member who may choose to consult with the chaplain about spiritual or other matters.

Section 5: Founder

  1. Shall serve as advisor to the Executive Committee.
  2. Shall serve as Ex-officio member of the Executive Committee.

Section 6: Director of Public Relations

  1. Shall be responsible for news items related to the annual meeting both before and following the meeting.

  2. Shall plan strategies designed to increase participation in the organization.

  3. Shall gather news items related to any members of the family and prepare to share these at the annual meeting.

  4. Shall provide items for recognition and appreciation as detailed in Article V of the Bylaws.

Article II - Meetings

  1. The general meeting of the corporation shall be an annual meeting that is suggested to be held on the second Saturday of each June, but the exact date will be left to the discretion of the Executive Committee. (Amended 10/02/00, 6/9/07)

  2. Proposals for meeting places are welcomed both at the annual business session and at any meeting of the Executive Committee.  These meetings are open to all members.  Those making proposals, or hosting an annual meeting, are encouraged to attend and offer their counsel.  Although other voting privileges rest with the committee, any person making a proposal shall have the privilege of an affirmative vote for his proposal.  It is desirable to keep two years ahead in scheduling the annual meetings. (Amended 10/24/98, 10/02/00)

  3. The Executive Committee shall meet as often as necessary to efficiently operate and to insure a successful reunion, but in no case less than three times each twelve months. (Amended 10/02/00)

  4. Special committees shall meet as necessary to accomplish their task(s).

  5. All meetings of the organization will follow Robert's Rules of Order. (Amended 9/11/04)

Article III - Historians/Genealogists

  1. The Executive Committee shall seek qualified members to serve as historians/genealogists in all areas where families of our people are known to reside. The number of historians/genealogists shall be no more than four (4) for each state, province or other geographical entity where twelve (12) or more of our family members reside.

  2. These shall make annual reports to the general meeting regarding any elements of the family history deemed to increase appreciation and knowledge of our heritage and the persons considered a part of such.

Article IV - Funding

The considerable cost of printing, postage and other communication, plus costs related to the annual meeting, make necessary the following means to fund the meetings and promotion of the organization.

  1. A freewill donation shall be received at each annual meeting with all present being encouraged to participate.

  2. A brief reminder shall be included in the official notice of the annual meeting, that contributions are needed to carry out the purposes of the organization and can be mailed to the Secretary-Treasurer.

  3. A contribution of saleable items may be donated for auction at the annual meeting.

  4. At the discretion of the Executive Committee a small registration fee, not to exceed two (2) dollars per person, may be charged when necessary.

Article V - Recognitions & Appreciation

  1. Mention of appreciation shall be presented to the eight members of the Executive Committee.  The form of appreciation is to be decided, annually, by the Executive Committee.  (Amended 1/16/99, 1/20/01)

  2. Any officer serving five (5) years (cumulative in any combination of offices) shall be presented with a plaque or other gift of appreciation. Cost to be determined on annual basis by the Executive Committee.

  3. Purchase and provision of these items shall be the responsibility of the Director of Public Relations.

Article IV - Policies

  1. All members in the organization are expected to follow its approved Code of Conduct. (Amended 4/14/07)

By-Law Amendment History

10/24/98 - Opening of Executive Committee Attendance, Reunion Meeting Proposals & Member Voting
Originally, only reunion proposals could be make at the annual meeting.  In order to obtain additional reunion proposals and assistance, it was voted by the Executive Committee to open all Committee meetings to the 4L membership.  Reunion proposals can also be made at Committee meetings, and members presenting reunion proposals have the benefit of an affirmative vote on their proposal.  Article II(b) was updated.

1/16/99 - Correction on the Number of Executive Committee Members
After the Second Amendment to the Constitution was approved, it was noted that Article V(a) of the By-Laws needed to be updated from "seven members" to "eight members" to comply with the Amendment.  The Executive Committee voted to make this correction.

6/10/00 - Secretary-Treasurer State Residence
Originally it was thought that the Secretary-Treasurer had to be a resident of Georgia in payment of incorporation fees.  After some research and consultation with Forrest Jack Lance (attorney) in Georgia, it was found that Georgia incorporation laws would not require the 4L Secretary-Treasurer to be a resident of Georgia.  The only person required to have a Georgia address in a Georgia Corporation is its Registered Agent and this person does not have to be an officer.  For 4L at the time of the update the Agent was Jack and he does have a Georgia address.  So this requirement was removed from Article I - Section 3 after a vote at a 4L Executive Committee Meeting, so as to increase the number of qualified candidates each year during elections.

10/2/00 - Clarification on Date of General Meeting
Originally, the planned date for the annual meeting seemed confusing.  It was clarified to be held on the second Saturday in June.  Article II(a) was updated.

10/2/00 - Future Scheduling of Annual Meetings
Originally, the Executive Committee only considered one reunion year in advance.  After some discussion by the Executive Committee, it was decided that future reunion planning would be somewhat easier if reunions were considered 2 years in advance.  After a vote by the Executive Committee, this preference was added to Article II(b).

10/2/00 - Number of Executive Committee Meetings Per Year
Originally, the Executive Committee was required to meet four times a year.  Rather than set a fixed number of Executive Committee meetings per year, the Executive Committee voted to keep the number of meetings open.  The number of meetings will be determined by the need to operate Corporation business efficiently, but should have a minimum of three meetings per year.  Article II(c) was updated.

1/20/01 - Form of Appreciation to be Determined Annually
Originally, it was required to present appreciation certificates to officers each year.  It was noted at an Executive Committee meeting that several officers had been serving for several years and had quite a collection of appreciation certificates.  Rather than to continue receiving certificates, it was proposed that the form of appreciation can be decided on an annual basis by the Executive Committee.  The vote passed, and Article V(a) was updated.

9/11/04 - Use of Robert's Rules of Order
During 2004 it was noticed by Executive Committee members that there is no mention in the Constitution or By-Laws as to how corporation business is conducted.  Up to this time, Robert's Rules of Order has been informally used, but the corporation was free to conduct business using any procedure.  (Usually the serving President adopted a procedure.) As Robert's Rules of Order is used in many organizations, and it is recognized as a fair and balanced parliamentary procedure that works to the benefit of all members, the Executive Committee recommended to the 4L membership at the 2004 annual meeting that Robert's Rules of Order be used in the organization.  The 4L membership was in agreement, and so the By-Laws are planned to be modified for Article II(e) after a formal vote by the Executive Board in September of 2004.  It was noted that 4L members are typically not professional parliamentarians, and are not always aware of the full details of the procedures.  Some latitude should be expected.  However, every effort will be made to follow the spirit of Robert's Rules.

4/14/07 - New Article Added with Code of Conduct
 Originally the By-Laws had no mention of a Code of Conduct.  By 2007 the Board felt it was necessary to define one for the organization.  After reviewing a draft first made available at the January 2007 meeting, a Code of Conduct was finally approved by the Board at the April 2007 Board meeting.  The Board also voted at the time to formally place the new Code of Conduct in force by immediately adding it to the By-Laws.  It was added to a new section, Article VI - Policies.  This new update was reviewed and approved by the 4L membership at its annual reunion on June 9, 2007.

6/9/07 -- Change in Planning Date of Annual Meeting
 Originally this stated: �The general meeting of the corporation shall be an annual meeting to be held on the second Saturday of each June.�  While it is good to have the same set time each year for the annual meeting (that is, everyone knows when it will be), several times this policy has created problems. In previous years some excellent reunion locations had to be skipped because arrangements could not be made for the 2nd Saturday in June due to local events, or attendance was down as it conflicted with other known events that members were attending (other reunions, etc.)  A change in Article II(a) was proposed at the 2007 reunion in which it is suggested that the annual meeting be held on the second Saturday in June, but the exact date is left to the discretion of the Board.  The membership approved the change.

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These pages maintained by Don Lance.  Send comments to 4L@TheLances.org.