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Oak Meadow Women's Club Bylaws
(as amended September 1998) The name of this organization shall be OAK MEADOW WOMAN'S CLUB. back to top (a) To promote interest in beautification, safety, health and good citizenship relative to the Oak Meadow Subdivision. (b) To present informative programs designed to foster greater interest among the members in the above objectives and to promote common interests of the members. (c) To participate in as many charitable projects as practicable. back to top Article III - Membership and Voting Section 1: Three classes of membership shall exist: (a) Active. Active members shall be residents of Oak Meadow Subdivision who have paid dues for the current year. Only active members shall be entitled to vote and to hold elective office. (b) Non-Resident. Non-resident membership can be held by former active members who no longer live in the Oak Meadow Subdivision. (c) Honorary. Honorary membership may be conferred by two-thirds (2/3) vote of the Executive Board in recognition of an active member's outstanding service to the Club. An honorary member is not required to pay dues, but retains all privileges of active membership. (d) Salado Bluff. Salado Bluff residents may join the Club and participate in all activities and side groups, but may not vote and participation in annual fundraisers is optional. Salado Bluff members may not hold executive board positions (i.e., President, Vice President, Secretary, Treasurer), but may participate in other areas of the board. Section 2: A prospective member may visit a Club activity one time. Upon a second visit the prospect will be expected to pay dues and become an active member. back to top Dues shall be $10.00 per year per member and shall be due by the September meeting. For new members joining after January 1st, dues shall be $5.00 for the remainder of the Club year. back to top Article V- Officers and Their Election Section 1: The officers of this organization shall be President, First Vice President, Second Vice President, Recording Secretary, Corresponding Secretary and Treasurer. Section 2: Officers shall be elected annually at the general meeting in April in accordance with the following procedure: (a) A Nominating Committee of five shall be elected. Three active members nominated from the floor shall be elected at the general meeting in February. Two active members shall be elected by the Executive Board at the next general board meeting. (b) At the general meeting in March, the Nominating Committee shall present at least one nominee for each office after obtaining the consent of nominees. Additional nominations may be made from the floor if consent of nominees has been obtained. (c) Voting shall be by secret ballot except where there is only one nominee for office, in which case election shall be made by voice and a majority vote shall constitute election. Voting shall be at the general meeting in April. (d) Officers shall be formally installed at the general meeting in May and shall take office at that time and serve for a period of one (1) year. Section 3: No officer shall serve more than two (2) successive terms in the office to which elected. Section 4: Vacancies: (a) A vacancy occurring between May and September in any elected office, except that of president, shall be filled by appointment of the Executive Board. (b) A vacancy occurring during the Club year shall be filled at a general meeting of the organization by nomination from the floor and election. Consent of nominee shall have been obtained prior to nomination. back to top Article VI - Duties of Officers Section 1 - President: The President shall preside at all meetings of the organization. She shall appoint all committee chairmen not designated by virtue of the office held. She shall act as chairman of the Executive Board and be an ex-officio member of all committees except the Nominating Committee. She shall act as chairman of the Finance Committee. She shall vote only to break a tie. She shall appoint a Parliamentarian. She may call special meetings as necessary and shall do so upon the written request of three members. She must present all material going into the directory to the Directory Chairman by the week following the September general meeting. She shall co-sign all checks. Section 2 - First Vice President: The First Vice President shall preside in the absence of the President. She shall assume and perform the duties of the President. She shall assume the unexpired term of the President if a vacancy occurs in that office. She shall be responsible for buying a gift for the President. She shall serve as Program Chairman and arrange for locations for meetings and special events. She must present all material going into the directory to the Directory Chairman by the week following the September general meeting. Section 3 - Second Vice President: The Second Vice President shall serve as Membership Chairman. She shall contact prospective members. Section 4 - Recording Secretary: The Recording Secretary shall keep minutes of all Club meetings and Executive Board meetings and keep a current record of all reports. She shall be responsible for all files, including the directory and newsletter archives. Section 5 - Corresponding Secretary: The Corresponding Secretary shall conduct the general correspondence of the Club. She shall send appropriate messages in case of illness and shall send flowers or memorials in case of death of a member or a death in her immediate family. She shall be responsible for notifying the President of bereavement in a family. Section 6 - Treasurer: The Treasurer shall be responsible for the receipt and disbursement of all moneys. She shall pay all authorized bills promptly, keeping an accurate account of all money received and expended. She shall give a report at each general meeting. She shall close the books on May 31st of each year, and the books shall be audited by the Audit Committee composed of the outgoing and incoming presidents and treasurers as soon as possible after receiving the bank statements in June. She shall obtain new signature cards for the checking account and verify the bank's current minimum balance requirement. She shall make deposits of funds in a depository selected by the Executive Board. She shall co-sign all checks. A minimum balance of $150.00 over and above the bank's minimum balance requirements shall remain in the checking account at the expiration of the Club year. She shall present an accurate membership list, including addresses and telephone numbers, to the Second Vice President by the week following the September general meeting. She shall present all material going into the directory to the Directory Chairman by the week following the September general meeting. Section 7: Each officer shall submit a written report at the May board meeting. back to top Section 1: The Executive Board shall consist of the elected officers, the chairman and co-chairman of standing committees, and parliamentarian. Section 2: The Executive Board shall have general supervision of all functions of the organization and perform such duties as required by these bylaws. Section 3: The Executive Board shall meet during the week preceding the monthly general meeting. Section 4: A majority of the members shall constitute a quorum for the Executive Board. back to top Section 1: The Club shall hold general meetings on the third Thursday of each month, unless otherwise ordered by the Executive Board. Section 2: Special meetings may be called by the President, and upon written request of three members. back to top Twenty percent (20%) of the active membership of the organization shall constitute a quorum at any general meeting or special meeting. However, at no time shall the lack of a quorum prevent those present from proceeding with the program of the day. back to top Article X - Standing Committees Section 1: The standing committees of this organization shall be appointed as needed and may include: (a) Finance (President); (b) Program (First Vice President); (c) Membership (Second Vice President); (d) Fundraising (to be co-chaired); (e) Directory; (f) Publicity; (g) Historian; (h) Hostess/welcome new members; (i) Notification; (j) Refreshments; (k) Children's activities; and (l) Side groups. Section 2: Duties of standing committees: (a) Finance: The President shall serve as chairman of the Finance Committee which will include the President, the Treasurer and at least three other members of the general committee. The duties and responsibilities of this committee will consist of a review of Club expenditures during the previous year and preparation of a current year operating budget to be presented to the Executive Board for approval. The Finance Committee shall also act as a receiving agent for suggestions for disbursements of Club funds over and above the approved operating budget. They shall present recommendations of disbursements from fundraisers to the Executive Board for approval. The Executive Board may approve expenditures up to $100.00. Recommendations for disbursements over $100.00 need majority approval by a show of hands of members present at a general meeting. Expenditures of $500.00 or more need majority approval by closed ballot vote of members present at a general meeting. (b) Program: The First Vice President shall be chairman of the Program Committee, which shall arrange a schedule of programs for the year compatible with the aims and purposes of the organization. This committee shall arrange locations for meetings and special events. (c) Membership: The Second Vice President shall serve as chairman of the Membership Committee. She shall keep an accurate list of members and be responsible for distributing welcome packets to new residents. (d) Fundraising: Fundraising shall be responsible for conducting fundraising activities. There shall be a chairman and a co-chairman. (e) Directory: Directory shall compile, arrange for printing, and distribute the directory to the Club members. (f) Publicity: Publicity shall provide advance news releases to local media concerning Club activities. (g) Historian: The Historian keeps an up-to-date scrapbook of news clippings, pictures and mementos of the organization. The book shall be submitted to the new Historian at the May meeting. The history book shall remain the property of the organization. (h) Hostess: The Hostess shall be responsible for appointing hostesses for each Club event and shall greet members and guests at all meetings. She is also responsible for door prizes and name tags. Directory information shall be presented to the Directory Chairman by the September general meeting. (i) Notification: Notification shall notify members of Club activities. (j) Refreshments: Refreshments arranges for a sufficient number of members to furnish refreshments for meetings. (k) Children's Activities: Children's activities plans and directs special family events. (l) Side Groups: Side groups coordinates special interest and social groups (i.e., crafts, bridge, etc.). back to top At the general meeting in May, the President shall make a final and written report to the assembly. At that time, each officer and committee chairman shall submit a written copy of her report and recommendations, together with all records to the incoming president. back to top Robert's Rules of Order, Revised, shall be the authority in all questions of Parliamentary Law not covered by these bylaws in which they are applicable, and in which they are not inconsistent with these bylaws. back to top These bylaws may be amended at any general meeting of the organization by a two-thirds (2/3) vote of those present and voting, provided the amendment has been submitted in writing and read at the previous general meeting of the organization. back to top Standing Rules may be adopted and/or amended at any general meeting of the organization by a majority of those present and voting at that meeting. back to top September 1992 1.Uncancelled reservations must be paid by the individual who made the reservation before the next attended function. 2.Children are not encouraged at general meetings or board meetings. 3.Members who are asked by the Program Committee to present a program for the general membership may do so, but may not actively solicit for personal profit. back to top |
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