NSJWC BYLAWS
ARTICLE I
NAME
The
name of the organization shall be North Shore Junior Woman’s Club GFWC.
ARTICLE II
PURPOSE
North
Shore Junior Woman’s Club is a non-political and non-denominational group of
women with the purpose to give service, to promote the cultural, social and
intellectual growth of its members and to influence and improve community
relationships.
ARTICLE III
MEMBERSHIP
Section 1. Any woman who is interested in the
purpose of the Club age 21 or older is eligible for membership.
Section 2. The membership shall consist of four
classes.
A.
An Active member in good standing and subject to the requirements in
Article III Section 4. She shall be
entitled to vote, hold office and serve on committees.
B.
An Inactive member is one who has been a member in good standing but is
unable to participate fully in Club activities.
An inactive member shall have no voting privileges and shall not be
subject to active member requirements.
She shall not hold an elected office or chair a Standing Committee. She may chair a Special Committee, which
would entitle her to vote. Notification
of a desire for inactive status shall be submitted to the Membership Chairwoman
and must be approved by the Board. This
classification will remain in effect until written notice to terminate it is
received by the Membership Chairwoman or dues are not paid in a timely
manner. Inactive membership is limited
to 2 years and inactive members are required to pay dues.
C.
Honorary life membership with all Club privileges but without Active
member requirements shall be conferred upon every outgoing President. Honorary membership may also be conferred on
a member felt to be deserving due to the length or extent of her service to the
Club. Executive Board approval and a
vote by the majority of the membership are required.
D.
Alumna status may be granted to any member upon completion of 3 years
of active membership. An alumna does not
receive voting privileges.
Section
3. New Members
A. Any woman age 21 or older interested in
the purpose of the Club shall be eligible
for
membership.
B. Prospective members must attend an
informational meeting or a General Meeting
prior to joining the Club.
C. New members shall be required to meet
Active member requirements and
participate in a new member project.
D. Official membership in the Club commences
upon the payment of dues. A
symbolic ceremony with installation
will take place at the May banquet.
E. New members shall be
assigned a junior connector for their first full
calendar year.
Section
4. Requirements
A.
Active members shall be required to:
1. Serve on and support the activities
of one of the three Primary Standing Committees; Service, Membership or Ways
& Means.
2. Serve on and support the
activities of the major fundraiser committee.
3. Attend General
Meetings. The annual business meeting is
mandatory. If a member is unable to
attend the business meeting, the President should be notified.
4. Pay Club dues and fees.
Section 5. Dues and Fees
A.
Member dues shall be paid annually in an amount recommended by the
Treasurer. A change in dues will be
voted on at the annual business meeting.
With the fiscal year being June 1 through May 31, dues shall be paid to
the Treasurer by no later than the May Banquet.
Dues not paid by the May Banquet shall be considered delinquent and
shall be subject to a $5 fine.
B.
Inactive members shall pay full dues.
C.
Honorary members shall pay 50% dues.
D.
New members shall pay member dues plus an initiation fee in an amount
determined by the Executive Board. A new
member who has joined after January 1 shall pay an amount prorated by the
Treasurer.
E.
Transfer members shall pay an amount prorated by the Treasurer.
F.
Dues shall not be refunded without Board approval.
G.
If club dues, fees and other
mandatory obligations are not met in a timely fashion, the board may institute
additional fees or penalties including but not limited to voting privileges, selected club activities, etc.
Section
6. Resignation and Transfers
A.
Resignations shall be submitted in writing to the Membership
Chairwoman. The member’s dues may not be
refunded without Board approval.
B.
An individual may transfer her membership to or from another GFWC Club to or from NSJWC upon receipt of a transfer card or other letter of
recommendation from the organization from which she is transferring.
C.
A former member may be reinstated by submitting her name in the same
manner as any prospective member. She
shall be subject to all new member requirements.
ARTICLE IV
Section 1. Designation. The elected officers of the Club shall be the President, President-Elect, Secretary and Treasurer.
Section 2. Designation. The appointed officers are Advisor, Parliamentarian, Membership Chair(s), Service Chair(s), Ways & Means Chair(s), and Major Fundraiser Chair(s).
Section 3. Term of Office. The term of office shall be one Club year. No officer shall hold the same office for more than two consecutive years, nor may one person hold more than one elected office at one time.
Section 4. Vacancies.
A. In the event that the Presidency becomes vacant, the President-Elect shall become acting President.
B. A recommendation of the Board and a vote of the General Membership shall fill vacancies for the other elected officers.
Section 5. Duties.
A. President. The President shall:
1. Preside at all General and Board Meetings.
2. Approve all non-budgeted reimbursements in excess of $25, and submit to the Treasurer for payment
3. Oversee and act as an ex-officio member of all committees with the exception of the Nominating Committee.
4. Be available to attend any committee meeting upon committee chairwoman’s request.
5. Represent the Club at Federation and civic functions, or designate a liaison.
6. Appoint ad-hoc committees as necessary.
7. Appoint a qualified person to audit the Club’s finances before a new treasurer takes possession of the Club’s financial records.
8. Upon the completion of her term, serve as advisor to the Board for one year.
9. Assemble a nominating committee by the January meeting.
10. Responsible for creation of a phone tree.
11. Oversee post office box.
B. President-Elect. The President-Elect shall:
1. Perform the duties of the President in her absence.
2. Act as a member of and as an advisor to a committee.
3. Maintain the Club calendar.
4. Conduct end of club year surveys and publish the findings.
5. Administer the Club’s reporting functions and compile information for Federation reports.
6. Maintain monthly attendance and service collection records
7. May represent the Club at Federation and civic functions.
C. Secretary. The Secretary shall:
1. Record all proceedings at the Board and General Meetings. Board Meeting minutes shall be published in the Club newsletter.
2. Have a copy of both Board minutes and General Membership meeting minutes of the previous month available at the General Meetings.
3. Act as a member of and as an advisor to a committee.
D. Treasurer. The Treasurer shall:
1. Serve a two year term.
2. Prepare an annual budget of anticipated income and expenses. The budget shall be presented at the September Board and General Meetings for approval. The Board must approve overspending of budgeted amounts. Failure to do so may result in non-reimbursement. In the case of an emergency, the President may approve an over-expenditure but must notify the Board at the first opportunity. All budgeted funds not used shall revert to the treasury at the close of the fiscal year.
3. Collect annual dues and pay all bills. The President must approve receipts for non-budgeted items.
4. Present a published financial report detailing budgeted and actual figures to date to the membership in January.
5. Chair the meetings of the Finance Committee.
6. Chair the minor disbursement meeting to be held at the conclusion of the Club year.
7. Pay Federation dues to the District and State.
8. Be bonded in an amount determined by the Board.
9. Act as a member of and as an advisor to a committee.
10. Oversee the post office box.
E. Parliamentarian. The Parliamentarian shall:
1. Advise the Club in parliamentary procedures as well as the Club’s Bylaws.
2. Conduct a review of the Bylaws every two years and make necessary changes.
3. Be responsible for all voting processes.
F. Advisor. The Advisor shall:
1. Perform the duties of the President in the absence of the President and President-Elect.
2. Advise the Club as needed and lend her support and experience to the Board.
3. Maintain the Alumnae roster. Be the Alumnae liaison.
4. Act as a member of and advisor to a committee.
G. Membership. The Membership Chair(s) shall:
1. Oversee new members and plan activities geared at membership retention and growth.
2. Serve as advisor to the junior connection subcommittee.
H. Service. The Service Chair(s) shall:
1. Oversee and provide direction to Service committee within Club focus.
2. Create special committees to pursue activities of general interest to the Club.
I. Ways & Means. The Ways & Means Chair(s) shall:
1. Oversee the minor fundraising efforts of the Club.
J. Major Fundraiser. The Major Fundraiser Chair(s) shall:
1. Oversee the entire major fundraising event.
ARTICLE V
MEETINGS
Section 1. General Meetings shall be held on the fourth Tuesday of the month from September through April, excluding December. The final meeting of the year is the May Banquet.
Section 2. Annual Business Meeting. The March General Meeting shall be the Business meeting for the purpose of electing Club Officers and any other business that may arise. Attendance is required of all Active members. The date of the meeting may be changed by a vote of the Executive Board. Notice of the change must be given to all Active members at least five days in advance of the meeting.
Section 3. Special Meetings may be called by the President or upon request of five Active members. The membership shall be notified at least two days prior to the meeting.
Section 4. Quorum. A majority of the active membership shall constitute a quorum.
Section 5. In the event the membership is given written notification that they can vote by absentee ballot on an issue, Quorum is suspended and the vote is determined by a 2/3 majority vote (of the members present and all absentee ballots received by the Parliamentarian prior to the General Meeting). Written notification must be given to the membership at least 5 days prior to the scheduled vote.
ARTICLE VI
BOARD
Section 1. Designation. The Board shall be comprised of the elected and appointed Officers.
Section 2. Powers of the Board. The Board is the governing body of the Club and shall have general supervision over its affairs. Each of the members of the board shall have one vote. The Board shall be subject to the orders of the membership and none of its actions shall be in conflict with the desires of the general membership.
Section 3. Meetings. Board meetings shall be held at the discretion of the Board, no less than four times per calendar year. If necessary, a Board meeting may be canceled or changed at the discretion of the President. Notice shall be given to all Board members.
Section 4. Removal. A Board member or chairwoman may be removed from her position when it becomes the considered opinion of the majority of the Board that she is not performing the duties of that position. The individual in question must be given notice of any pending action to remove her and an opportunity to present her position on the matter. The Board will then vote on whether or not removal is indicated.
Section 5. Quorum. A majority of the Board members shall constitute a quorum.
ARTICLE VII
COMMITTEES
Section 1. The nominating committee shall appoint committee Chairwomen. All Committee Chairwomen shall be Active members in good standing. The term of service shall be one year starting at the May General Meeting.
Section 2. Primary Standing Committees. Active members must serve on one of the three Primary Standing Committees.
Section 3. All active members must serve on the major fundraising committee.
A. Membership.
1. The Membership Committee shall oversee the new members and plan activities aimed at membership growth and retention.
2. Coordinate new member project by the April General Meeting.
3. Shall make arrangements for the May banquet.
4. Shall provide nametags for all club functions.
5. Committee members serve in the following areas
a. Sunshine –shall promote goodwill among members by sending cards and helping in time of need
b. Hospitality –shall provide beverages and cups for the General Meetings.
c. Communications-
i. Shall be responsible for
promoting the Club’s activities
through press releases and external communications.
ii.
Webmaster-shall maintain and update the website and
monitor the Club email account.
d. Historian –shall keep a record of club activities and act as Club photographer. She shall also present an overview of the Club year at the May Banquet.
e. Club Directory –is responsible for producing and disseminating the Club directory. She is also responsible for notifying the general membership of any changes in the directory.
f. Newsletter –is responsible for compiling and distributing the Club’s monthly newsletter by nine days prior to the General Meeting.
g. Junior Connection-shall implement the program.
h. Club Shirts-shall coordinate purchasing and distribution.
i. GFWC Liaison
B. Service.
1. Shall engage in projects designed to provide assistance to the community consistent with the Club focus.
2. Shall work with the major fundraiser chairwoman to select three potential major fundraising recipients to be presented at the September General Meeting for a Club vote. The recipients must be consistent with the Club Focus.
3. Shall be responsible for researching and presenting three potential club focuses to the general membership at the required business meeting for Club vote. This will take place bi-annually.
C. Ways & Means.
1. The Ways & Means committee shall be responsible for the minor fundraising activities of the Club.
a. The minor fundraisers are defined as any other fundraising activities supporting Club operations. Excess funds are disbursed at the discretion of the Finance Committee.
D. 1. The Major Fundraising committee shall be responsible for the major fundraising activity of the Club.
a. The major fundraiser is defined as the Club’s primary fundraising activity. The net proceeds will be donated to the recipient chosen by the Club.
Section 4. The Finance Committee shall consist of the Treasurer, serving as the chairwoman, the President, the Advisor or Past-Treasurer, and at least two members at large. The committee shall meet at the beginning of the fiscal year to plan the club’s budget. The committee shall meet at the end of the fiscal year to determine the amount of money available to the Disbursement Committee.
ARTICLE VIII
NOMINATIONS AND ELECTIONS
Section 1. Nominating Committee.
A. The Nominating Committee shall be composed of a chairwoman (selected
and described in Article VII Section 2), one member elected from the Board, two members elected from the membership at large and the Advisor. Any member who has been an active member for one year is eligible to be on the Nominating Committee. The term of service is one year
B. Chairwoman Responsibilities
1. Convene the committee for the purpose of slating the elected officer positions and fill the appointed chair positions.
2. Publish the slate of nominees for the elected positions in the newsletter prior to the March General Meeting.
3. Introduce the nominees at the March General Meeting.
C. Members serving on nominating committee cannot be nominated for an elected position, without approval of the General Membership.
Section 2. Elections.
A. A candidate for elected office shall have been an active member in good standing for one year at the time she is to assume her duties.
B. The Nominating Chairwoman shall present the candidates and introduce each one individually.
C. Nominations shall be taken from the floor, but only with consent of the nominee.
D. If there are two or more nominees for an office, a written ballot shall be used. Officers elected at the March General Meeting shall assume their duties upon installation at the May General Meeting/Banquet.
ARTICLE IX
PARLIAMENTARY AUTHORITY
The rules contained in the current edition of Robert’s Rules of Order, Newly
Revised, shall govern the Club in all cases to which they are applicable and in which
they are not inconsistent with these Bylaws or any other special Rules of Order the
Club may adopt.
ARTICLE X
AMENDMENTS AND SUSPENSION OF BYLAWS
Section 1. The Bylaws may be amended at any General Meeting by a 2/3-majority vote of the members present provided a quorum exists and previous publication of changes has been made.
Section 2. The Bylaws may be suspended by a vote of members present at any General meeting provided a quorum exists.
ARTICLE XI
GFWC MEMBERSHIP
Section 1. The