Revision 12a, July 15, 2007
PURPOSE The purpose of the Wolfensberger Family Association
is to provide communications about family-related events,
affairs, history and other items of interest to members of
this historic Swiss family. Communications will be carried
out through a quarterly newsletter, The Wolfensberger, and
an association site on the Internet World Wide Web. As it
has since the mid-1990s, the association encourages continued
in-depth research into the histories of these families in
Europe, America and wherever our families may have lived.
The purpose of these policies is to provide a guide for the
consistent administration of the association.
INCORPORATION The Wolfensberger Family Association is a non-profit
organization incorporated in the state of Texas as a 501(c)(7)
organization. As such, membership fees and contributions are
NOT tax deductible.
(The above section INCORPORATION was approved by the Board
of Directors on October 30, 2004.)
MEMBERSHIP Any person who is a descendant of a Wolfensberger
family, the name given residents of the family’s original
home, or has an interest in the family is eligible for membership
in this association. Currently, these families are recognized
to be named Wolfensberger, Wolfersberger, Wolfensperger, Wolfersperger,
Wolfenbarger, Wolfsperger, Wolfenberger, Wolfinbarger, Sparger,
Spargur or any other variations of the spelling of the original
Dues for members (regardless of place of residence) are as
$10.00 for a single year or any portion thereof.
$18.00 for two years.
$26.00 for three years.
Dues expire at the end of December.
The directors may adjust this rate for cause. When a person
joins the association he or she will receive four quarterly
newsletters. If they join in the second, third or fourth quarter,
they will receive back issues for the entire year.
MEMBERSHIP CLASSES There are three classes of membership:
Honorary, Society and Regular. Honorary Membership is awarded
to regular members who have performed a great service to the
family over a long period of time. They are declared to be
awarded life time free membership in the association by the
Board of Directors. The Honorary Membership has the same privileges
as Regular Membership. Society Membership is for Genealogical
Societies, Historical Societies and Libraries. These organizations
may be added or deleted at any time as appears to be proper
by the President. These are free memberships and will receive
the newsletters. Regular Memberships are all paid members
that do not fall in one of the above categories.
OFFICERS Officers of the association are the President, Vice
President, Secretary, Treasurer, Newsletter Editor and Publisher
and Immediate Past President. All officers will be members
of the association and shall be elected by the Board of Directors
for a period of one year or until the end of that fiscal year.
The officers will be elected by the Board of Director at their
first meeting of that fiscal year.
EXECUTIVE COMMITTEE Collectively, the Officers shall also
be known as the Executive Committee. The purpose of the Executive
Committee is to provide a smaller group where any of the Board
of Directors may check on the feasibility of an idea. The
Executive Committee does not have the authority to approve
for the Board of Directors but may recommend to the Board
the approval or disapproval of any idea coming before them.
PRESIDENT The President will be responsible for the day-to-day
operations of the association. This will include managing
the finances and all other tasks that may be required to provide
a smooth and continuous operation of the association. The
President may assign tasks to the members of the Board of
Directors or other members of the association on a temporary
or annual basis.
VICE PRESIDENT The duties of the Vice-President are to assume
all of the duties of the President in the absence of the President
and may serve in additional capacities as determined by the
Board of Directors or President.
VICE PRESIDENT OF INTERNATIONAL RELATIONS The Vice President of International Relations serves as a liaison between the Wolfensberger Family Association and WFA members, organizations, companies and other individuals in Switzerland and other European countries. The Vice President of International Relations is authorized to speak on behalf of the WFA in these European countries with potential new members, organizations and officials.
SECRETARY The duties of the Secretary are to produce the
minutes of the meetings of the Board of Directors and send
these minutes to the President, who shall reproduce and distribute
these minutes to Board members. Also the Secretary will receive
a copy of all correspondence addressed to the President or
to the association and correspondence generated by the President.
TREASURER All income and expenses for the association will
be recorded. These records will always be open to the members
of the association. A bank account in the name of the Wolfensberger
Family Association will be maintained and all income and expenses
will go through this account. The income for the association
shall consist of membership dues, contributions, the sale
of incidental items and other sources with the approval of
the Board of Directors. The expenses will be for the production
and distribution of the newsletter, incidental expenses and
project expenses. Any project must have the approval of the
Board of Directors. The annual membership dues for the association
will be established by the Board of Directors at a sufficient
level to finance the newsletter and expenses of the association.
When a project is selected by the Board of Directors there
may be a need to call on the membership for additional contributions.
Checks on the association will be signed by the Treasurer.
In the absence of the Treasurer the checks may be signed by
the President or Vice President.
At the discretion of the Board of Directors, the positions of the Secretary and Treasurer can be held by one person. Combining the positions will be approved by the Board by a motion approved by the majority of the Board members present at the meeting where such a motion is presented. Having the positions held by 2 different people requires no Board action. (Approved by the Board of Directors April 29, 2007)
HISTORIAN The duties of the Historian are to maintain the Archival data of the WFA genealogical database, make it available to members, and interested parties, receive additional family data from members and interested parties, and provide assistance to queries where possible to members and interested parties. The Historian may compile as needed and available all other related historical documents and data.
IMMEDIATE PAST PRESIDENT The duties of the Immediate Past
President shall be to serve as chairperson of the Nominating
Committee under the direction of the President, and in any
other capacities as requested by the President.
MEMBERSHIP CHAIRPERSON The membership chair person will be
responsible for membership requests, membership records, recruiting
of new members, distribution of family badges and providing
pedigree charts for new members when their family records
are received and entered, providing descendant reports when
requested and providing a complete print out of all members
of the association at least once a year to the Board of Directors.
Any monies received will be forwarded to the Treasurer. All
expenses incurred will be forwarded to the Treasurer along
with records showing details of the expenditures.
FAMILY REUNION COORDINATOR The duties of the family reunion
coordinator will be to encourage all subfamilies to hold family
reunions, provide suggestions as to program and agenda, attend
as many reunions as possible and provide reunion schedules
and attendance information for newsletters.
BOARD OF DIRECTORS The Board of Directors shall consist of
no more than fifteen persons who are all members of the association.
All directors are elected for one year terms. There shall
be at least three meetings of the Board of Directors per year.
A year is from February through January. The dates of these
meetings shall be selected by the President with written notification
to each board member at least two weeks prior to that meeting.
These meetings may be by conference telephone call. Generally
these will be on a Saturday evening.
NOMINATION AND ELECTION OF BOARD OF DIRECTORS MEMBERS The
Immediate Past President serves as chair of the Nominating
Committee, as specified in WFA Policies. The Immediate Past
President will confer with the President, and then present
a list of nominees to the Board of Directors at the Board
meeting preceding the last Newsletter to be published each
year. Typically the last Newsletter of each year is published
in November and typically the Board meeting preceding this
is in September.
In addition a notice in the 3rd quarter Newsletter will request
any members interested in serving on the Board to contact
the Nominating Committee Chairperson or the President prior
to the September Board meeting. The exact date for submitting
a nominee will be mentioned in the announcement.
The Board will authorize publishing a ballot in the last
(4th quarter) Newsletter of the year containing a list of
nominees as presented to the Board, plus space for write-in
candidates. All members of the Wolfensberger Family Association
are entitled to one vote for as many Board member nominees
as desired, up to the number authorized in these Policies.
All ballots will be returned by hard copy or by e-mail to
the Treasurer no later than December 15. The Treasurer can
reject any ballots not complying with this Policy, but any
ballots rejected will be noted in the Treasurer’s report
on the election.
The Treasurer will report the election results to the current
Board members, including the Nominating Committee Chairperson,
via hard copy or e-mail no later than December 31. Any disputes
in the election will be resolved by the current Board of Directors
prior to the new Board being seated. The decision of the Board
of Directors will be final.
Newly elected Board members attend the first Board of Directors
meeting of the following year. At this meeting, the current
Board members will vote to accept the results of the election.
Once the results of the election have been accepted, the new
Board members are seated and able to participate in all Board
deliberations and votes. Also at this meeting the Board will
elect officers for the coming year, in compliance with the
Policies of the Association.
(The above section Nomination and Election of Board of Directors
Members was approved by the Board of Directors on October
NEWSLETTER EDITOR AND PUBLISHER The Wolfensberger newsletter
Editor and Publisher is responsible for the publishing of
the newsletter for the association. All Members of the Board
of Directors shall endeavor to provide at least one article
for the newsletter each year. The Editor and the President
should continually request articles for the newsletter from
the membership. The Editor produces and mails the Newsletters
to all registered members and to others as seems appropriate.
Every effort should be made to mail the quarterly newsletters
in January, April, July and October of each year.
NOMINATING COMMITTEE The nominating committee shall consist
of the chairperson and two other members of the Board of Directors
as selected by the President. The nominating committee will
be responsible for providing a list of nominees to the Board
of Directors, the list of Officers and the list of standing
committee chairpersons for the next fiscal year. The standing
committees are Membership and Nominating.
QUORUM A quorum of the Board of Directors shall be those
attending any meeting of the Board of Directors.
RECOGNITION OF MEMBERS OF THE WOLFENSBERGER FAMILY ASSOCIATION
The Board of Directors of the Wolfersberger Family Association
can decide to recognize members for outstanding service to
the Association. The Board, at its sole discretion, will establish
criteria for such recognition, the form of the recognition,
and those to be recognized.
Currently there are 2 forms of recognition being used: The
Heritage Award and Life Membership in the Association. The
Heritage Award is presented to those members of the WFA who
have provided outstanding contributions to the WFA through
genealogical research; by undertaking and completing projects
of special importance to the WFA; or by contributions to the
success of the WFA over a significant period of time.
Life Membership in the WFA can be granted to any member who
has made significant contributions to the WFA.
Any member of the Association can nominate a person to receive
recognition. The Board of Directors will decide at a regular
or special Board meeting who, if any, of the nominees, will
The exact form of the recognition will be determined by the
Board but will not be
monetary or anything of significant financial value.
The Board has the authority to modify the selection criteria
at any time or to add or delete any form of recognition, even
though such recognition has been provided in the past.
The Secretary shall maintain a record of the individuals
who have received each of these forms of recognition.
(The above section Recognition of Members of the Wolfensberger
Family Association was approved by the Board of Directors
on October 30, 2004.)
AMENDMENTS TO THESE POLICIES These policies may be modified,
changed or added to at any time as approved by the Board of
USE OF MAILING LIST FOR WFA SALES The WFA mailing list is
to be available only for official family business or by endorsement
as directed and approved by the Officers of the Association
and/or by the Board of Directors in quorum. Any other use
of the mailing list is strictly prohibited. The mailing list
itself will not be dispensed to any member of the Association,
unless they are a member of the Board of
Any "announcement" of available resources or sale
of products which require payment to cover expense of production,
will be made through the WFA newsletter itself, or will be
produced by the Officers as directed by the President.
Endorsement of WFA symbols, such as flags, maps, books, memorabilia,
etc. will be made only after careful consideration by the
Officers and the Board of Directors. Such items must relate
to the WFA. All other projects, such as cemetery enhancements,
also require this same endorsement.
DEFINITION OF TERMS
“Project”: Any Policy which requires funds to
be sent from the membership to purchase or pay a service or
“Primary-Source Provider”: original provider/producer
of the “project”.
“Liaison Contact Intermediary”: “project”
director who is a member of the association.
“Cause”: Conduct detrimental to the Association
and/or its members, misuse of Association resources, use of
the Association membership list for activities not approved
by the Board of Directors, or other inappropriate activity
which is detrimental to the reputation of the members of the
Association and/or the Board.
POLICY NO. 1 The Executive Committee shall consider any project
and vote as a committee, via email, or by other means as approved
by the President. If approved, projects shall be presented
as a Policy to the Board of Directors, for vote as specified
in WFA Policies.
POLICY NO. 2 Any project adopted by the Board of Directors
of the Wolfensberger Family Association, shall require the
following: All monies collected for any project supported
by WFA shall be “received by” the Treasurer, and
all expenses supported by receipt documents shall be “paid
out” by the Treasurer as specified in the Policies of
the Wolfensberger Family Association.
POLICY NO.3 Any project which requires payment for work rendered,
shall have on file the following prior to Executive committee
Record of primary-source provider, including name, address,
and phone number shall be presented to the President of the
Association, and a copy shall be sent to the Treasurer.
Detailed description of projects to be rendered.
Written Bids shall be received from the primary provider/s
prior to consideration for projects, regardless of liaison
contact intermediaries, i.e., project director.
Written notice shall be given directly to the interested
parties that “the Board, individually and collectively
shall be held harmless and not liable in the regard of any
failure on the part of the supplier or any liaison intermediaries.
Further, the Board will retain the right to sue for legal
fees, and incurred expenses, in addition to lost monies, if
the Executive Committee so recommends. Such written notice
shall be signed by the “provider”, the “intermediary”,
the Treasurer, the President of the association. Notice shall
be given in the newsletter or by other written means to those
who order such products or projects.
POLICY NO. 4 The President, only in conjunction with the
Executive Committee, shall be empowered to remove any member
of the Board of Directors at any time during the fiscal year
of the Association. Such action shall be based on “cause”,
with the President’s vote to be deemed as 2 in the case
of a tie vote. Such a Policy to remove Board membership will
be presented to the Board of Directors, after the Executive
committee has voted. The Board of Directors will then vote
on the Policy as specified in the Policies of the Wolfensberger
Notes: The original POLICIES were approved 5 November 1994;
Revision Number 1 approved 11 December 1995; Revision Number
2 approved 5 February 1995; Revision Number 3 was approved
21 Sep 1996; Revision No. 4 was approved 1 February 1997;
Revision #5 approved 14 April 2001; Revision #6 was approved
14 July 2001; Revision #7 approved 19 October 2002. Revision
#8 approved March 28, 2004. Revision #9 (Nomination of the
Board of Directors, Incorporation and Recognition of Members)
approved October 30, 2004. Revision #10 (addition of Historian and Vice President of International Affairs) approved January 8, 2006. Revision #11 (definition of Vice President of International Affairs) approved April 9, 2006. Revision #12 (allowing combination of Secretary and Treasurer positons; elimination of Membership preparing mailing labels) approved April 29, 2007.