By Laws
Newcomers and Friends of Santa Clarita Valley
(Revised 4/25/ 10)
ARTICLE 1
NAME
The name of the organization shall be Newcomers and Friends of Santa Clarita Valley (hereinafter referred to as the Club)
ARTICLE 2
PURPOSE
The purpose of the Club shall be a social group open to all women in the Santa Clarita Valley who are new to the area, or have had a significant change in lifestyle.
ARTICLE 3
POLICY
The Club shall be nonpartisan, nonsectarian, and shall sponsor no legislative activities. The Club shall not discriminate against members or prospective members because of race, color, national origin, income, marital status, educational background, or any other factor. No Club sponsored activity shall provide a forum for business or monetary gain.
ARTICLE 4
MEMBERSHIP
Club membership shall be open to all women who live within the Santa Clarita Valley. There shall be no time limitations on length of membership.
To be in good standing, a member must pay dues. Attendance is encouraged at the monthly general meeting/luncheons. Past presidents shall be honorary members for a term of five (5) years after their term of office. Honorary members have no voting privileges unless they pay dues.
ARTICLE 5
DUES
Annual dues cover the period from June 1st to May 31 and shall be determined by the Board. Annual dues for members shall be payable by June 1 and delinquent on July 1 after which an additional fee shall be charged. New members joining after January 1 shall pay at 50% of the annual dues. Dues shall entitle the member to participate in all activities, vote and receive all Club mailings and By-laws (upon request).
ARTICLE 6
FINANCES AND RECORDS
The Treasurer shall keep records of all financial transactions. There shall be an annual audit of the Club’s records by the Club Auditor or, there being no Auditor, by two (2) members appointed by the Board prior to the June Board meeting. The books and records shall be made available, within a reasonable time frame, upon request by any Club member.
The Club checks need only one signature (usually the Treasurer) but along with the Treasurer the President, 1st V-President, or 2nd V-President may become signers. The bank records must be updated in June of each year.
ARTICLE 7
THE BOARD
The Executive Board of Directors shall consist of the President, lst Vice-President, 2nd Vice —President, Secretary, Treasurer, Editor, and Activities Coordinator. The Executive Board along with Committee Chairs shall all be considered Board members. In the event of a vacancy, the Board shall appoint a successor.
The Board shall coordinate plans and activities of the Club and have general management of the Club and its affairs. Board members are required to attend all board meetings and if unable to attend provide information to the President to be presented at the meeting.
All Board members shall prepare written reports at the end of the term to aid new board members in carrying out their duties. Furthermore, they should meet individually with incoming board members prior to the June Board meeting.
A quorum shall be the number of members present at a meeting but shall not be fewer than ten (10).
ARTICLE 8
DUTIES OF OFFICERS
Section 1: President
The President shall be an ex-officio member of all standing and special committees. The President shall preside over all Board meetings and general meetings (luncheons) and shall perform such other duties as usually pertain to the office of President. The President shall oversee all committee chairpersons to insure that they are fulfilling their duties. The President shall be responsible for following the annual calendar schedule. The President may not serve two (2) consecutive terms.
Section 2: 1st Vice President
The 1st Vice President shall preside in the absence of the President and shall be responsible for securing luncheon facilities and menus for the monthly general meetings.
Section 3: 2nd Vice President
The 2nd Vice President shall preside in the absence of the President and 1st Vice President, and shall serve as membership chairperson for the monthly general meetings.
The Membership Chairperson will contact newcomers whose names are referred, and invite them to the upcoming Club functions. The Chairperson shall be responsible for publishing the Club Directory. The Directory must specifically indicate that it is not to be used by the Club members in the promotion of business interest. The Chairperson shall keep all membership forms for the year, and shall provide ppropriate information as needed for the President, the Activities Coordinator and chairpersons including but not limited to the Birthday, Luncheon Reservations etc.
The Chairperson shall be available at luncheons to allow newcomers to join the Club and have the membership forms available. In the event the Chairperson is not able to attend a luncheon someone else must be asked to fill in.
Section 4: Secretary
The Secretary shall take minutes at all Board meetings and provide a copy to the President and to Board members upon request. The Secretary shall maintain copies of the minutes for presentation to the successor.
Section 5: Treasurer
The Treasurer shall collect all dues and fees, including luncheon fees, for the Club and shall be charged with the responsibility of maintaining the Club’s bank account and keeping accurate records of the Club’s finances. The Treasurer shall report at Board meetings on all receipts, expenditures and bills outstanding. The Treasurer shall serve as Chairperson of the Budget Committee, which shall consist of the President, Treasurer, Membership Chairperson, Auditor, and any other members deemed necessary by the Treasurer and/or President. The Budget Committee shall submit an annual budget for consideration and acceptance by the Board at the May Board meeting.
If a change of the Treasurer occurs, an audit shall be conducted within one (1) week.
Section 6: Editor
The Editor shall be responsible for circulating the club information to all club members.
Section 7: Activities Coordinator
The Activities Coordinator shall coordinate interest groups by keeping track of their membership and meeting dates. The Activities Coordinator shall submit to the group chairpersons all names of those members interested in each group, including new members as they join during the year. The Activities Coordinator shall be sure that all group Chairpersons know that only paid Club members may participate in hobby groups. The Activities Coordinator shall make sure Membership Coffees are held.
ARTICLE 9
NOMINATIONS, ELECTIONS, AND VOTING
Section 1: Nominations
At the December and January luncheons clipboards shall be passed around by the President with the list of Board positions and asking members to volunteer for the next years Board.
A Nominating Committee consisting of a minimum of three (3) Board members and two (2) general members and any members who want to be on the Committee, shall meet in January anytime after the luncheon. The Committee shall fill all Board positions and provide a slate of candidates at the February Board meeting and circulate to members prior to the March general meeting. It would be advisable for the President-elect to have previously served as a Board member.
Section 2: Elections
Election of President, 1st Vice President, 2nd Vice President, Secretary, Treasurer, Editor, and Activities shall take place at the March general meeting. Nominations from the floor will be accepted provided written permission has been obtained from the candidate.
Section 3: Voting
Voting methods shall be determined by the President:
Standing Vote: general consent by hand or voice Ballot Vote: secret ballot
No member shall vote unless present (no proxies).
A quorum (a minimum of ten (10) members) shall consist of those who attend a general meeting.
ARTICLE 10
Section 1: General Meetings
General meetings shall be held every second Thursday of the month at which time Club business shall be conducted. Reports shall be made by Committee Chairpersons who wish to do so. The Board may change the date at its discretion, making sure to properly notify all members.
Section 2: Board Meetings
Board meetings shall be held on the first Wednesday of each month. The Board may change the meeting date at its discretion, making sure to properly notify all Board members. President must notify, call/e-mail all board members to change board meeting to obtain a quorum.
All paid Club members are welcome at Board meetings, and may vote on any issues.
ARTICLE 11
PARLIAMENTARIAN AUTHORITY
“Robert’s Rules of Order, Revised” shall be the parliamentary authority.
ARTICLE 12
AMENDMENTS
A By-law committee shall be formed with at least 3 members of the Board when revisions are deemed necessary.
Proposed amendments to the by-laws shall be presented in writing to the Board by the committee. The proposed amendments shall be voted on by the Board and require at least a 2/3 vote for approval. The approved amendments shall then be presented and voted upon at a general meeting. By-laws may be amended by a two-thirds (2/3rds.) vote of the members present.
ARTICLE 13
CLUB DISBANDMENT
In the event that Club disbandment occurs, any and all existing funds in the Treasury shall be distributed as follows:
A. The Executive Board shall meet and recommend one or more local charities to receive existing funds.B. The Board shall approve distribution of funds.
C. The Board shall have final approval of recommendations of the Executive Board.
If a change is deemed necessary, the Board can alter the list of recommendations by a two-thirds (2/3rd) majority vote of the Board.
Revised 4/25/10
ADDENDUM
COMMITTEES
Committee Chairpersons shall be selected by the Nominating Committee and will serve for a term of one (1) year. Any vacancies shall be filled by presidential appointment with Board approval. The President and Board may appoint additional positions and co-chairs or delete positions as they deem necessary.
Section 1: Auditor
The Auditor shall be responsible for the annual audit of the Treasurer’s books by the June Board meeting and submit a report to the Board. The Auditor shall also be responsible for an audit necessitated by a change in the Treasurer. The Auditor shall be a member of the Budget Committee.
Section 2: Birthdays
The Birthday Chairperson shall provide the Editor with birth dates and names. Chairperson shall recognize persons’ birthday at monthly general meeting. If the Birthday Chairperson cannot attend the monthly general meeting, another member must recognize those members who are present and have a birthday in the current month.
Section 3: Circulation
The Circulation Chairperson shall be responsible for mailing the club information in a timely manner.
Section 4: Historian
The Historian shall take photographs of the Club functions and maintain a scrapbook. It shall be presented to the outgoing President at the installation meeting.
Section 5: Hostess
The Hostess shall be responsible for greeting all new members at each meeting and providing nametags. If unable to attend a luncheon, the nametags must be given to a member who will be attending.
Section 6: Luncheon Decorations
Table decorations and favors
Section 7: Parliamentarian
The Parliamentarian shall be responsible for maintaining and updating the Club Bylaws, and make them available to members upon request.
Section 8 Program
The Program Chairperson shall provide programs throughout the year at selected monthly luncheons.
Section 9: Publicity
The Publicity Chairperson shall be responsible for all news released to local publications, any committee releases to be provided by said chairpersons.
Section 10: Raffle
The Raffle Chairperson shall be responsible for obtaining club raffle prizes, and conducting the raffle at each general meeting.
Section 11: Reservations
The reservation Chairperson shall be responsible for maintaining the reservation list for monthly luncheons, as provided by the Membership Chairperson. The Reservation Chairperson will receive all reservations and cancellations required for luncheons, check people in at the luncheon, and hand out food tickets. The Reservation Chairperson shall give the name of any person making a reservation that does not attend or cancel their reservation to the Treasurer. These person/persons shall be billed for the price of the luncheon.
Section 12: Social
The Social Chairperson shall be responsible for all Club social functions.
If at all possible there should be a fall social, a holiday social, and a spring social. The Social Chairperson shall obtain volunteers from the general membership to be on the Social Committee and encourage them all to come to Board meetings. The Committee will plan a social and bring it to the Board for a vote.
Section 13: Sunshine
The Sunshine Chairperson shall be responsible for sending cards to members in response to births, illnesses, and deaths, and shall report all such occurrences to the Editor Chairperson for announcement circulation to club members.
Section 14: Telehone/lnternet
The Telephone Chairperson shall be responsible for getting volunteers for a call/e-mail notification system to advise members of items the Board or President deems necessary for the membership
Section 15: Vagabonds
Vagabonds are responsible for arranging tours and trips for members of Newcomers and Friends of Santa Clarita Valley.
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