Club By-Laws
Article I NAME
The name of this club shall be Evergreen Newcomers Club (“the Club”).
Article II MISSION
The mission of the Club, which is open to all residents of the greater Evergreen area regardless of length of residency, is to provide opportunities for its members to meet others through social events and activities.
Article III MEMBERSHIP
Section 1. All residents of the greater Evergreen area, regardless of length of residency, are eligible for membership.
Section 2. A dues-paying member is entitled to all privileges of the Club. Membership is required to participate in any activity. However, a one-time visit from a prospective member is permitted.
Section 3. At its May meeting, the Board of Directors (“Board”) shall establish the membership dues for the following membership year.
Section 4. Dues cover the membership year September through August. Dues are reduced to one-half for members joining for the first time on February 1st or later.
Section 5. The payment of dues shall entitle all adult members of a household to participate in the Club activities.
Article IV BOARD AND OFFICERS
Section 1. The Board and Officers shall consist of the Executive Committee and the following Committee Chairpersons: Programs and Social, Activities, Publicity, Hospitality, Membership, Nominating, Community Outreach, Newsletter Editor and Webmaster.
Section 2. The Executive Committee shall consist of the President, First Vice-President, Second Vice-President, Secretary and Treasurer.
Section 3. Officers shall perform those duties as specified under Article IV of these Bylaws and the Operating Procedures which are attached hereto.
Section 4. Officers shall serve for a term of one year, beginning June 1st, unless a person assumes office after June 1st, in which case that person shall serve for the remainder of that term.
Section 5. At the February Board meeting the Nominating Committee shall present the names of candidates for each office and shall submit those names for publication in the March issue of the newsletter which shall request further nominations from the general membership.
Section 6. If there are no further nominations, the slate shall be elected by general consent and announced in the April newsletter. If there are further nominations, a vote for the new officers shall be by ballot in the April newsletter and on the Club’s website. Votes will be counted by a committee of three persons appointed by the President.
Section 7. Installation of officers shall take place at the May Board meeting.
Section 8. If a vacancy occurs in any office, the Nominating Committee shall select a replacement to immediately assume the duties of that office, subject to such replacement being approved at the next Board meeting.
Section 9. A person shall serve on the Board no longer than three consecutive years, with the exception of any current third year Board member who accepts the office of President. The Newsletter Editor and the Webmaster shall not be bound by the three-year limitation.
Article V BOARD MEETINGS
Section 1. The Board shall meet once each month, except for June and August, when meetings are optional, as the Board determines.
Section 2. A quorum, consisting of 50% of the Board members plus one, is required to conduct Board business.
Section 3. During any regular or special Board meeting at which a quorum is present, motions will be carried by a two-thirds vote of the Board members present. In the event of an emergency, as determined by the President of the Club, decisions will be made by simple majority of the Executive Committee.
Section 4. Any commitment by the Club must first be approved by the Board at a duly convened Board meeting, or in the case of an emergency, by the Executive Committee.
Section 5. Board meetings are open to all members of the Club.
Article VI DUTIES OF THE OFFICERS
Section 1. President
A. Presides at Board and Executive Committee meetings
B. Shall be available for advice and help to any officer or committee
C. Serves as ex-officio member of all committees except the Nominating Committee
Section 2. First Vice-President
A. Assists President in all duties
B. Presides in absence of President
C. Takes reservations and prepares reservation lists for social events
Section 3. Second Vice-President
A. Assists President and First Vice-President in all duties
B. Presides in absence of President and First Vice-President
Section 4. Secretary
A. Keeps accurate minutes of all Board meetings
B. Sends copies of the minutes to all Board members
C. Notifies Board member of meetings
D. Handles any necessary correspondence
Section 5. Treasurer
A. Prepares annual budget for Board approval at the July Board meeting
B. Keeps an accurate account of all monies and provides report at each Board meeting
C. Receives Club funds from members and officers and makes deposits
D. Makes all necessary disbursements
E. Submits all financial records for annual fiscal year audit to a person appointed by the President. The fiscal year runs July 1st to June 30th.
Section 6. Membership Chairpersons
A. Receive membership enrollment forms and keep an accurate and current membership list
B. Advise Hospitality Chairpersons of first-time members whenever they join
C. Prepare labels and mail newsletters to members
D. Advise those receiving newsletter by Website when each issue is available
E. Publish Membership Directory by November 15th
Section 7. Social and Program Chairpersons
A. Make arrangements for programs, including location and menu
B. Submit programs and contracts for Board approval
C. Appoint chairperson and co-chairperson for annual “Special Event”
Section 8. Activities Chairpersons
A. Act as liaison between the Board and Activity and Interest Group leaders
Section 9. Newsletter Editor
A. Collects information for newsletter from Board and Activity and Interest Group leaders
B. Prepares and delivers newsletter to printer and Webmaster in a timely fashion
Section 10. Publicity Chairperson
A. Publicizes the Club and its activities to the general public by various media
Section 11. Nominating Chairpersons
A. Attend as many Club activities as possible in order to become acquainted with the Membership
B. Chair the Nominating Committee and present a slate of nominees at the February Board meeting
C. In the March Newsletter, present the slate of nominees to the general membership for additional nominations
D. Submit the ballot of the final nominees for the April Newsletter or announce election of slate by general consent
Section 12. Hospitality Chairpersons
A. Welcome all new members
B. Coordinate the annual Fall Kickoff Koffee
Section 13. Community Outreach
A. Acts as a liaison between the Club and the community
Section 16. Webmaster
A. Maintains Club Website
Article VII ADDITIONAL COMMITTEES
Section 1. The President may appoint additional committees when deemed necessary.
Article VIII BY-LAWS REVISION
Section 1. These bylaws may be amended by a vote of two-thirds of all of the members of the Board, provided the proposed change has been submitted in writing and read at a previous meeting.
Section 2. In January of each year a bylaw committee consisting of three members shall be appointed by the President. This committee shall review the existing bylaws and propose additions or revisions. The proposed additions and revisions shall be presented to the Board in accordance with Section 1 of this Article VIII.
Article IX DISSOLUTION
Section 1. In the event of the dissolution of the Club, all remaining assets of the Club, including cash, shall be donated to local charities as determined by the Board, provided that there is sufficient cash to cover the expenses of winding up the affairs of the Club and shall be retained for that purpose.
Article X PARLIAMENTARY AUTHORITY
Section 2. The rules contained in the most current edition of Robert’s Rules of Order shall govern Club meetings, except where Robert’s Rules are inconsistent with these bylaws and any special rules of order that this Club from time to time may adopt.
Adopted as revised on May 23, 2005
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