January 18, 2018

Constitution

Constitution And By-Laws of the Gilbert Belnap Family Organization

August 29, 1964 with amendments August 1966 and November 16, 1974

 

CONSTITUTION

ARTICLE I

The name of this Organization shall be “BELNAP FAMILY ORGANIZATION.”

ARTICLE II

The purpose and object for which this organization has been establishes is to perpetuate the names and achievements of the men and women who bear the name of Belnap and create a spirit of fellowship among their posterity.

This shall be done by:

  1. Preserving old landmarks, collecting relics, establishing a library of historical and genealogical matter, securing unprinted manuscripts, and photographs.
  2. Unifying all genealogical, historical and biographical research attendant to the compiling of an acceptable family record.
  3. Having all of the necessary temple ordinances performed in behalf of all his dead relatives.
  4. Pooling the resources and efforts of the members of his family so that the history and genealogy of his ancestors may be passed on to all his descendants.
  5. Maintaining family unity through a bi-annual family reunion.

ARTICLE III

Any person may be eligible for membership in this Family Organization who is a descendant of Gilbert Belnap and the husband or wife of each of these descendants.  Persons under sixteen shall be registered as Junior Members.  Junior Members are not permitted to vote nor hold office, and are exempt from payments of any dues.

Any person who is eligible may become a member of this Organization by complying with the following rules:

1.   By presenting a request for membership with the Secretary of the Organization, which request is to be accompanied by the following items:

a.       A pedigree chart showing his lineage from Gilbert Belnap;

b.      A family group sheet of the applicant’s own immediate family properly compiled.

2.      Payment of the annual dues, which shall be made on or before the day of the reunion.

ARTICLE IV

The members of each of the following families, Gilbert, Reuben, Joseph, Martha, Hyrum, Augustus, Vinson, Amasa, Mary, Adaline, Lola, William, Oliver, Francis, Isadora, shall be encouraged to organize member family organizations and appoint one member to serve on the Board of Directors of this organization for a period of two years.  The members of the above families shall appoint a new director every two years or when ever a vacancy occurs.

 ARTICLE V

The officers of this organization shall consist of a president, three or more vice-presidents, and a secretary and/or treasurer.  The office of president and vice-president shall be elected at the biannual reunion of the organization and their term of office shall begin as outlined in the by-laws.  The term of office shall be for two years or until their successors are elected or appointed.  All officers shall be eligible for re-election only as specified in the by-laws.  The office of secretary and/or treasurer, family historian, genealogist and family representative shall be appointed by the presidency.  It is recommended that the family historian, genealogist and family representative not be changed frequently unless compelling reasons justify the family to take such action.  Therefore, the officers of the organization shall appoint members to fill these positions as necessary.

The President, Vice-Presidents and Secretary-Treasurer shall constitute the officers and it shall be their duty as a committee to represent the Organization during the interval and between reunions, to carry out its resolutions, to recommend the time and place of the reunion and the annual board of directors meetings, to fill vacancies, appoint the genealogist and family representative, appoint committees and to perform such other work as may be delegated to them by the Organization.  To publish books, print pictures, publish records as they deem necessary, to publish and distribute an annual family newsletter to all members of the Organization.

The officers shall meet at least three times during the year and be diligent in the duties of fulfilling the purpose and objective for which this Organization was established.

ARTICLE VI

All records, Photos, books, supplies, etc. purchased, donated or accumulated by the Belnap Family Organization, shall become the property of said Organization.  Inventory of all items and records shall be properly marked, indexed and maintained.  Records and histories shall be available and subject to the call of the President for review at all times.

ARTICLE VII

The officers shall have the authority to appoint an executive secretary when necessary and to set a fee for such secretary and to be ratified by the Board of Directors.

 ARTICLE VIII

The family officers shall have the authority to enlarge upon the necessary committees as may become necessary from time to time as the Organization grows or as it becomes advisable to conform to the suggested organization as set forth by the L.D.S. Church.

ARTICLE IX

The Articles and subsequent Amendments of the Constitution of this Organization may be amended by a majority vote present at the bi-annual reunion.

 

BY-LAWS

SECTION I:  The Board of Directors may add other families bearing the Belnap name or any derived spelling of this name than those specified under Article IV by a majority vote of the Board of Directors.  The Board of Directors shall meet annually at a time and place so designated by the President of the Family Organization.  They shall hear and approve the President’s annual report and the financial report of the Treasurer.  The Board of Directors shall determine the time and place for the bi-annual Belnap Family Organization reunion.  The Board of Directors shall be empowered to set the membership fee.  Each member of the Board of Directors shall be responsible to his immediate family organization to see that correct names and addresses of each member and that research, historical, genealogical information and changes in each family by birth, marriage and death is reported and sent to the Third Vice-President of said Organization.

SECTION II:  In the event of the death, illness or resignation of an officer, the Board of Directors shall appoint a new officer to the unexpired term.

SECTION III:  The President shall be responsible for all the achievements and activities of the Belnap Family Organization.  He shall preside over and conduct all meetings of said Organization.  He shall direct all activities of said Organization.

SECTION IV:  All meetings of the officers and Board of Directors shall be subject to the call of the President.  Any three directors may call a Meeting by giving written notice to the Secretary thirty days before said meeting shall convene.  The Secretary shall notify all officers and directors of said meeting.

SECTION V:  The First Vice-president shall assist the President as needed and shall serve as Chairman of the Research and Genealogical Committee.

SECTION VI:  The officers shall appoint a Research and Genealogical Committee to consist of a family genealogist and others to serve as the officers shall deem necessary, but in no event less than four members.  The First Vice-president shall be chairman of this committee and shall call and preside over all committee meetings.  This Committee shall be responsible for the following:

  • See that the family research is being done and encourage all members to participate.
  • Coordinate all research and temple work and assign lines of research where needed.
  • See that we are receiving information from the family lines on research.
  • See that the information received is being distributed and the family is being informed as to what research and who is doing the research.
  • See that the information received is being recorded in a permanent record and that information for the members is being compiled and published.

SECTION VII:  The Second Vice-president shall assist the President as needed and shall be directly responsible for the following activities:

  • Work with each family organization to see that they are fully organized.
  • Contact each family representative and have dates of all reunions for the coming year.
  • Coordinate all family reunions so we don’t have conflicting dates and places.
    Work with each family for their cooperation and assistance for the bi-annual Belnap Family Organization reunion.
  • Plan the bi-annual family reunion, take charge of the program, activities and handle all publicity connected with same.
  • Encourage families to hold reunions.
  • Organize a committee to help when needed and serve as chairman.

SECTION VIII:  The Third Vice-president shall assist the President as needed and shall be directly responsible for the following activities:

  • Work with each family organization to see that they are fully organized.
  • Keep the families informed as to all activities of the Belnap Family Organization.
  • Assist in encouraging that research work, and changes in the membership are reported to the Secretary or Research and Genealogical Committee.
  • Encourage the family organizations to become active in accomplishing the purpose and goals for which this Organization was established.
  • Organize a committee to help when needed and serve as Chairman.

SECTION IX:  The Third Vice-President shall notify each family representative when temple work is to be done.  Said information is to be received from the Research and Genealogical Committee.

SECTION X:  The Secretary-Treasurer shall keep an accounting of all funds received and disbursed.  Handle the collection of funds from the individual members and family organizations.  Maintain an accurate and up-to-date list of all members of the Gilbert Belnap Family Organization.  Maintain the minutes of all meetings of the officers and reunions.  Maintain a record of all temple work being performed and research accomplished (numbers only.)  Shall mail information, letters, announcements, notices, etc.  Work with the Historian in maintaining an historical record of the members of said Family Organization.

SECTION XI:  The officers shall appoint an Historian to work under the direction of the Secretary-Treasurer for preserving the historical information of the members and children of the Gilbert Belnap Family.

SECTION XII:  It shall be the duty of the Family Genealogist to receive all work and correspondence and information from the research libraries.  The Family Genealogist shall become the Family Representative for the L.D.S. Temple and pedigree information.  Said name and address to be on record in Salt Lake City.

SECTION XIII:  All Organization expenses must be approved by a majority vote of the officers.

SECTION XIV:  The family officers shall constitute the nominating committee for the selection of candidates to be placed on the ballot at the bi-annual reunion and obtain the consent of each nominee.

SECTION XV:  The President of the Belnap Family Organization shall not be permitted to remain in office for more than one term at a time; but may become a candidate for election to succeed himself, but for not more than three successive terms.

SECTION XVI:  The incumbents first, second and third vice-president shall be the only eligible candidates for office of President of the Belnap Family Organization.  The incumbent vice-presidents may be candidates to succeed themselves as vice-presidents.  Not for more than three successive terms.

SECTION XVII:  The Secretary shall not be permitted to remain in office for more than __ terms.

SECTION XVIII:  The nominating committee shall recommend one or more names for the offices of First, Second, Third Vice-Presidents and Secretary-Treasurer.  These names so recommended by the nominating committee and those eligible for office of President shall be printed on a ballot in alphabetical order for the office so designated.  Balloting for the family officers shall be done at the bi-annual reunion during one of the regular conducted meetings.  Balloting shall be in secret and the ballots turned over to the President and Secretary for tabulating.  Results of the election shall be given immediately and the new officers shall be installed at the close of the final meeting of the reunion.

SECTION XIX:  The new officers of said Organization shall take office when installed and shall meet and select the committees and family genealogist no later than thirty days after the date they are elected.

SECTION XX:  The By-laws of the Belnap Family Organization may be amended, altered or added to by a majority vote of the members voting at the bi-annual reunion.