ARTICLE SIX: BOARD
Section 1. The Board will consist of the following officers:
President Recording Secretary
1st Vice-President Corresponding Secretary
2nd Vice-President Treasurer
3rd Vice-President
And the following Board committee chairwomen:
Activities Welcoming & Hospitality
Newsletter Ways & Means
Historian Service
Section 2. The Board will be the governing body and will have full power
and authority over the affairs of the Club, except in the
following matters:
1. The Board will be empowered to approve all bills and
expenditures up to and including, but not exceeding $1,000,
except for expenditures for regular meetings. Beyond that
amount, the Board shall make recommendations and present
bills or expenditures to the membership for approval.
2. The membership shall at any regular or special meeting,
have the right to make recommendations to the Board, in
which case the Board will report back their decision or
action to the membership.
Section 3. Board meetings will be held monthly, subject to the will of the
board.
Section 4. Quorum for regular monthly Board meetings shall be a majority,
one more than half the members, excluding the President.
Section 5. Emergency situations that may arise between Board meetings
will result in a special Board meeting being called. A minimum
of five members must be present to constitute a quorum. Any
action taken must be subject to approval at the next Board
meeting.
Section 6. Terms of Office:
1. The term of office for the Board will be for one year after
the May general meeting.
2. An officer may not serve in the same office for more than
two consecutive terms.
3. A member may not serve as an officer for more than
three consecutive terms.
4. A member may not serve on the Board for more than
five years.
5. A member may not hold more than one office at a time.
Exceptions to the above can be made if approved by the
majority of the members present at the designated general
meetings.
Section 7. Any vacancy in the Board, except for the position of President,
occurring during the fiscal year, will be filled by majority vote
of the Board. The position of President will be filled by the
First Vice-President, or if that person declines, will be filled by
a special election of one or more candidates nominated by the
Board to be held at the next general meeting.
ARTICLE SEVEN: DUTIES OF OFFICERS
Section 1. The President shall be the chief executive of the Club and
shall:
1. Preside over all meetings of the Club and the Board.
2. Be a member of all standing and special committees.
Section 2. The First Vice-President shall preside in the absence of the
President and will chair the Program Committee.
Section 3. The Second Vice-President will chair the Membership
committee.
Section 4. The Third Vice-President will chair the Reservations Committee.
This committee will arrange for all monthly general meeting
locations and handle menus and reservations for these meetings,
with the Program Committee.
Section 5. The Recording Secretary is responsible for:
1. Taking minutes at all regular and special meetings of the
membership and the Board.
2. Receiving reports and making reports available to current
and incoming Board members.
3. Keeping a current copy of the By-Laws and the Standing
Rules.
4. Noting monthly any hours and funds donated to local civic
and charitable activities by members of the club.
Section 6. The Corresponding Secretary shall handle any correspondence,
as requested and will chair the Publicity Committee.
Section 7. The Treasurer shall:
1. Chair the Finance Committee.
2. Collect and receive all dues and moneys and maintain the
organization's bank account.
3. Keep accurate records of the Club's finances and obtain
receipts for expenditures.
4. Disburse funds on the order of the Board.
5. Report at all regular Board meetings.
6. Annually make all records available to an auditor appointed
by the Board.
ARTICLE EIGHT: DUTIES OF BOARD COMMITTEES
Section 1. The following Standing Committees report to the Board:
1. Program - The First Vice-President chairs this committee,
which is responsible for planning all general meeting topics
and arranging for any presenters, coordinating with the
Reservations Committee.
2. Membership - The Second Vice-President chairs this
committee, which will keep an up-to-date roster of the
members and publish the directory. New members' names
will be published monthly in the newsletter. The Chairperson
will receive all dues, which will be recorded and turned over
to the Treasurer.
3. Finance - The Treasurer chairs this committee. She is
responsible for:
a. Drawing up a budget at the beginning of the club year,
presenting it for approval to the Board prior to the
September general meeting, and then to the membership
at the September general meeting.
b. Setting up a bank account in the organization's name
requiring two signatures. The signing officers will be
the Treasurer, the President and the First Vice-
President.
c. Filing annual tax returns, if necessary.
4. Publicity - The Corresponding Secretary chairs this
committee which will prepare publicity about meetings,
club events, and other pertinent information for press,
radio and television.
5. Service - This committee will plan and coordinate services
for worthy projects within the community.
6. Activities - This committee will coordinate and carry out the
activities of the various interest groups.
7. Newsletter - This committee will prepare and mail the
newsletter to the membership monthly from August through
May or as otherwise ordered by the board.
8. Historian - The Historian will keep a scrapbook and file,
recording the history and growth of the club, together with
pictures and information about club events.
9. Welcoming and Hospitality - This committee will be
responsible for:
a. Conducting coffees for new and prospective members
for the purpose of introducing them to the club.
b. Greeting all members and seeing that new and
prospective members are made to feel welcome.
c. Calling and offering new members transportation and
companionship for club activities when desired.
10. Ways and Means - This committee will plan and carry out
fundraising events for the Club.
Section 2. Committee Responsibilities:
1. Committee Chairpersons will determine the size of their
committees and make the necessary appointments of
members to the committees.
2. Committee Chairpersons will report to the Board monthly,
and to the membership as required.
3. No action committing the Club to any matter shall be taken
by a committee or by a member without the approval of the
Board.
Section 3. There shall be such other standing and special committees as
are deemed necessary to carry out the activities of the Club.
ARTICLE NINE: NOMINATING COMMITTEE
Section 1. The Nominating Committee shall consist of five members: three
members from the present Board, one of whom will be the
Chairperson, and two people from the general membership.
They shall be appointed by the general board no later than the
February Board meeting.
Section 2. Nominations
1. It shall be the duty of the Nominating Committee to nominate
one or more candidates for each Board position, and when
possible, select candidates with prior Board experience for
the position of President.
2. This slate of candidates is to be presented to the March
general meeting and published in the April newsletter.
3. At the time of the elections at the Annual Meeting in April,
nominations from the floor will be in order, provided the
prior consent of any nominee has been obtained.
Section 3. The election will be held at the Annual Meeting in April. The
membership present will represent a quorum for the purposes
of the election. Should there be more than one candidate for
any elected position, a written ballot will be conducted.
Section 4. The installation of the new Board will be conducted at the May
general meeting.
ARTICLE TEN: DISSOLUTION
The organization may be dissolved by an affirmative vote by a majority
of those present at a general or special meeting, provided at least three weeks' written notice has been given to the membership. Upon dissolution,
all properties and assets remaining, after providing for all debts and obligations, shall be distributed to local charitable and civic causes.
ARTICLE ELEVEN: AMENDMENTS
The By-Laws of the organization may be amended at any general meeting by
a two-thirds vote of members present, provided the amendments have been
submitted to the membership at least ten days in advance.
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