Bylaws of the Crystal coast women's club

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ARTICLE I

NAME: The name of this organization shall be the Crystal Coast Women’s Club (CCWC).

ARTICLE II

PURPOSE: The purpose of this club shall be to provide opportunities for fellowship among its members and engagement in service to the community as well as to acquaint members with the Crystal Coast.

ARTICLE III

MEMBERSHIP: Any woman is eligible to join the CCWC. If membership dues are not paid during September of the current year, a late fee will be added through December 31. Unpaid memberships will be ended on January 1. When a member reaches the age of 90, she will become an honorary lifetime member and will be exempt from paying dues.

A member in good standing must serve as a hostess at one club meeting each year. Each hostess will provide food requested by the Head Hostess for that month’s meeting. If the assigned hostess is unable to be present, she may exchange months with another member or provide $40 to the head hostess for food expenses. In addition, hostesses will assist with setup and cleanup, and may assist with serving or other duties as needed to assure an organized luncheon. If any member refuses to participate in this manner, SHE WILL IMMEDIATELY BE DROPPED FROM THE MEMBERSHIP ROLL. LOSS OF MEMBERSHIP RIGHTS WILL INCLUDE PARTICIPATION IN ANY INTEREST GROUPS THAT ARE PROVIDED BY THE CLUB.

GUESTS: Members are entitled to bring guests to club activities. These include monthly lunches, interest group meetings, and social outings. Guests may attend two activities per year. If continued participation is desired, annual dues must be paid.

ARTICLE IV

MEETINGS: The club year shall run from September 1 to August 31. An anniversary luncheon will be held in September, the original anniversary of this club. General luncheon meetings will be held once a month on the third Thursday of each month. At the request of the board, an alternate date may be chosen, or the number of meetings may be changed or eliminated providing such a change has been presented to the membership. 

ARTICLE V

FINANCES: Non-refundable annual dues shall be payable in September.  The dues and late fees amounts will be set by the board with approval of the general membership.  New members joining after April 1 shall pay 50% of the current annual dues.

Before submission of the Treasurer’s books for August year-end review, a minimum of half the next year's rent must be set aside in the general/operating account as a ‘roll-over’ fund for the next year. This figure may be augmented by a board decision.

ARTICLE VI

OFFICERS: The officers of the club shall be President, First Vice-President, Second Vice-President, Recording Secretary, Corresponding Secretary, and Treasurer.

The officers of the club shall be elected by a majority vote of those members present at a general meeting for a term of 2 years, with the exception of the Treasurer who shall serve a term of three years.

ELECTIONS:: A nominating committee of three (3) members shall be appointed by the President at the March general luncheon meeting of each year. No current officer can serve on this committee. The chairperson will be the first mentioned by the President.

The nominating committee shall present a proposed slate of officers to the membership for consideration at the May general luncheon meeting off each year.  Further nominations can be made from the floor at this time with the consent of the nominee.

Last minute nominations and elections will take place during the June general luncheon meeting. Officers shall be elected by printed ballot to include any floor nominations. A copy of this ballot shall be kept in the Secretary’s records.

The nominating committee shall advise the President of members willing to become standing committee chairpersons.

If a vacancy occurs in an elective office other than President, the office shall be filled by the President’s appointment from the membership at large to serve the unexpired term.  if the President's office shall become vacant, the first vice-president (or other officer agreed upon by the board) becomes acting President until an election can be held to replace the President.

ARTICLE VII

EXECUTIVE BOARD: The executive board shall consist of elected officers including the immediate Past President and the Chairpersons of all standing committees. These committees include Community Support, Fundraising, Historian, Hospitality, Membership, Newsletter, Parliamentarian, Publicity (Facebook and Website), and Social.

Board meetings shall be held monthly at a time and place designated by the President and all board members must attend unless they are excused. The President will call special board meetings as deemed necessary. 

In August, the outgoing President will call a joint board meeting of outgoing and incoming Officers and Committee Chairpersons.  A formal installation of Officers will be performed by the Parliamentarian in September at the Club's anniversary luncheon meeting.

The executive board shall have authority to conduct any club business between meetings. A quorum of the board shall consist of two-thirds of the board members. Any club member who has a concern and wishes to put it before the board must present it in writing to the President for consideration at the next board meeting.

ARTICLE VIII

OFFICER DUTIES

PRESIDENT: Shall preside at all meetings of the membership and board. She shall be an ex-officio member of all committees except the nominating committee and shall be informed of all committee meetings. She shall appoint all chairpersons and the Parliamentarian.

She will prepare a summary of club events for the current year to become a permanent record in the club history.

FIRST VICE-PRESIDENT: Shall be the Program Chairperson and assist the fundraising chair as needed.

In the absence or temporary disability of the President, she shall assume all duties of the President.

SECOND VICE-PRESIDENT: Shall advise all interest groups and work with the chair of each group to ensure that participation is limited to club members and guests in good standing. Shall assist with the formation of new groups.

RECORDING SECRETARY: Shall keep all records of the club and executive board. She shall sign all minutes and have charge of all files and reports. The Secretary shall keep all records for five years. 

CORRESPONDING SECRETARY: Shall be responsible for sending appropriate cards and messages to ill and bereaved members. She shall conduct other correspondence of the club at the direction of the President.

TREASURER: Shall receive monies from all sources. She shall pay all bills authorized by the executive board or the membership-at-large. At monthly board meetings, she shall give a full report of receipts, expenditures, and balances. These will be available to the membership upon request. 

In August, with the Treasurer present, there shall be an audit of the Treasurer’s books with two members selected by the President. She shall present next year’s budget at the September board meeting for approval. 

All checks require one of two signatures: either the President or the Treasurer. All records such as Treasurer reports, bank statements, and receipts shall be kept by the Treasurer for five years. 

ARTICLE IX

DUTIES OF STANDING COMMITTEE CHAIRPERSONS

COMMUNITY SUPPORT: shall provide oversize of the club's community support efforts including donations of money, goods and services, The chair will present to the board a plan for the year's activities at the October meeting. She will have responsibility for advertising the planned activities, collecting money where appropriate and giving all funding to the Treasurer at the end of the activity.

In years when funding is available, she shall research and present suggestions for the annual charity donation based upon nominations from club members who will advocate for their nomination.  Each charity must be a 501c3 and local to the Crystal Coast.

FUNDRAISING: Chairperson shall plan and execute a minimum of two fundraising activities per year to be coordinated with the First Vice President and presented to the board at the October meeting.  She shall ensure that the 50/50 raffle is conducted monthly as appropriate.

HISTORIAN: Shall keep a scrapbook of all publicity and photos of club activities. She shall receive a summary of club events from the President each year, which will become part of the club scrapbook.

HOSPITALITY: Shall oversee purchasing of supplies for monthly luncheons, advise the head hostess and be responsible for rules of care at the meeting facilities. She will appoint two head hostesses and select a team of hostesses from the membership to furnish refreshments for each month’s meeting. 

MEMBERSHIP: Shall collect dues, keep membership records, and prepare name tags for all members, visitors, or guests. She shall notify the newsletter in writing of new members or changes in membership and put together a team to greet prospective members.

NEWSLETTER: Shall gather material, edit, type, print, or email a monthly newsletter to all members. Included will be monthly interest group activities and special notices.

PARLIAMENTARIAN: Shall be responsible for assuring that Robert’s Rules of Order and the Club Bylaws are followed at all times. She shall provide all ballots needed and oversee voting and tallying. Provides job descriptions to newly elected officers at the August joint board meeting. Prepares and conducts the officer induction at the start of the September anniversary luncheon.

PUBLICITY: Shall be responsible for putting notices and/or photos of club activities in area establishments and on social media each month.

SOCIAL: Shall identify and share monthly activities available around the Crystal Coast and plan small group social activities throughout the year. Designated activities may include partners and/or guests.

ARTICLE X

AUTHORITY: The rules contained in Robert’s Rules of Order shall govern the Club in all cases where they are applicable and consistent with the Bylaws. Bylaws may be amended at any general meeting by a quorum vote, i.e., two thirds vote of members present. Notice of ratified amendments shall be given at the next monthly meeting.