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Newcomers Club of |
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Bylaws and Rules |
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Greater Charlottesville |
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BYLAWS Created 1966, Amended 2001, Revised May 15, 2007
Article I Name The name of the organization is Newcomers Club of Greater Charlottesville, hereinafter referred to as the Club.
Article II Purpose and Objectives The Club is organized for the purpose of welcoming new residents to the greater Charlottesville area.
The following are the objectives of the Club: To provide social and recreational activities. To acquaint members with the area. To develop new friendships and interests. To support worthwhile causes within the community.
Article III Members Section 1. Qualification: Club membership is open to any person who has been a resident of the greater Charlottesville area for no more than three (3) years and who agrees to abide by these Bylaws and the Standing Rules of the Club. Prospective members may attend two (2) Club functions before joining. A member in good standing is a dues paying member. Section 2. Classification: Regular Members: are voting members. are eligible to hold office. are limited to five (5) years membership from June 1st of the year a person joins the Club. Encore Members: are voting members. become Encore Members after five (5) years as Regular Members. are represented at all the Board of Directors meetings. Both Regular and Encore members must adhere to these Bylaws and Standing Rules. Section 3. Annual Dues: The fiscal year of the Club is June 1st through May 31st. The Board of Directors shall determine the annual dues. Dues shall be payable after the prospective member has attended two (2) Club functions. Regular and Encore members pay the same dues. Persons joining the Club after January 1st will pay half the amount of the annual dues. Section 4. Resignation: Any member may voluntarily resign from the Club. Failure to pay dues by October 1st is considered voluntary resignation. Such individuals are no longer eligible to participate in any Club functions.
Article IV Officers The elected officers of the Club are the President, the First Vice- President, Second Vice-President, Secretary, Treasurer and Immediate Past President. President (Chief Executive Officer): (Revised May 15, 2007) 1. Qualification: Must be a regular member. It is desirable but not mandatory that the President has served at least one (1) year on the Board of Directors. 2. Term: One (1) year or until a successor has been elected. She/he may serve a second term of office with the approval of the Board of Directors, even if she/he is a rising Encore member. 3. Duties: To preside over all meetings of the Board of Directors, the Executive Committee and general meetings. To act as ex-officio member of all standing and special committees except the Nominating Committee. To appoint a parliamentarian, chairs of all standing and special committees, as needed, except the Nominating Committee. To keep an up-to-date procedural handbook to assist the incoming President. To perform such other duties as usually pertain to the office of President. Vacancy: A vacancy in the office of President shall be filled by the First Vice-President. First Vice-President: (Revised May 15, 2007) Qualification: Must be a regular member. Term: One (1) year or until a successor has been elected. She/he may serve a second term of office with the approval of the Board of Directors, even if she/he is a rising Encore member. Duties: a. To fulfill the duties of the President if that office becomes vacant. b. To preside in the absence of the President. c. To serve as program chair. d. To keep an up-to-date procedural handbook for assisting the incoming First Vice-President. To perform such duties as may be assigned by the President. 4. Vacancy: A vacancy in the office of First Vice-President shall be filled by an appointment of the Board of Directors. C. Second Vice-President: (Revised May 15, 2007) 1. Qualification: Must be a Regular Member. 2. Term: One (1) year or until a successor has been elected. She/he may serve a second term of office with the approval of the Board of Directors, even if she/he is a rising Encore member. 3. Duties: a. To preside in the absence of both the President and the First Vice-President. To make all arrangements necessary for the general meetings and the pre-meeting socials. c. To keep an up-to-date procedural handbook for assisting the incoming Second Vice-President. d. To perform all other duties as may be required. 4. Vacancy: A vacancy in the office of Second Vice-President shall be filled by an appointment of the Board of Directors. D. Secretary: (Revised May 15, 2007) 1. Qualification: Must be a Regular Member. Term: One (1) year or until a successor has been elected. She/he may serve a second term of office with the approval of the Board of Directors, even if she/he is a rising Encore member. Duties: a. To take minutes of all meetings. b. To write letters as requested by the President. c. To prepare ballots for elections. d. To keep an up-to-date procedural handbook for assisting the incoming Secretary. e. To perform all other duties as may be required. Vacancy: A vacancy in the office of Secretary shall be filled by an appointment of the Board of Directors. Treasurer: (Revised May 15, 2007) 1. Qualification: Must be a Regular Member. Term: One (1) year or until a successor has been elected. She/he may serve a second term of office with the approval of the Board of Directors, even if she/he is a rising Encore member. Duties: To record and deposit all dues, fees and other income received by the Club. To maintain the Club’s bank account and keep accurate records of the Club’s finances. To disburse funds on the order of the Executive Committee and to obtain and maintain receipts. To report to the Board of Directors meetings all receipts, expenditures and outstanding bills. To serve on the Finance Committee. To have all books ready for an audit immediately after the Annual Meeting. To keep an up-to-date procedural handbook for assisting the incoming Treasurer. To perform all other duties as may be required. Vacancy: A vacancy in the office of Treasurer shall be filled by an appointment of the Board of Directors. Immediate Past President: Qualification: Must have served as President. Term: One (1) year. Duties: To provide the Board with guidance and information based on past experience.
Article V Nominations and Elections Section 1. Composition: A. The Nominating Committee shall be elected by the Executive Committee in September. B. It shall consist of at least seven (7) members, three (3) from the existing Board of Directors and four (4) from the general membership. C. No member shall serve more than once on this committee. D. A member of the prior year’s Nominating Committee may serve in an advisory capacity only. Section 2. Nominations: A. The Committee shall prepare a list of nominees for the offices of President, First Vice-President, Second Vice-President, Secretary and Treasurer. B. The report shall be presented at the March Board of Directors meeting for approval. C. The Committee shall submit a list of nominees to be published no later than the April newsletter. D. Nominations shall be accepted from the floor at the April General Meeting provided that previous approval has been obtained from the proposed nominee. Section 3. Elections: A. The election of officers shall be held at the April General Meeting. Elections shall be by voice vote; however, if there is more than one (1) nominee for an office, the election shall be by ballot. The nominee receiving the majority of votes shall be declared elected. B. Elected officers shall commence their duties on June 1st.
Article VI Meetings Section 1. General Meetings: The Club shall have a minimum of two (2) General Meetings, one occurring in March and another in May. Section 2. Annual Meeting: The May meeting shall be the Annual Meeting. Section 3. Quorum: A majority of the voting members present shall constitute a quorum. Section 4. Eligibility: Both Regular and Encore members may attend any meeting.
Article VII Board of Directors Section 1. Composition: The Board shall consist of the Elected Officers, the Standing Committee Chairs and a representative of Encore. Section 2. Meetings: The meetings of the Board of Directors shall be called as needed. Section 3. Quorum: A majority of the voting members present shall constitute a quorum. Section 4. Duties: The Board of Directors shall attend to the business of the Club.
Article VIII Executive Committee Section 1. Composition: The committee shall consist of the President, First Vice-President, Second Vice-President, Secretary, Treasurer and, as a non-voting member, the Immediate Past President. Section 2. Meetings: Meetings shall be called as needed. Section 3. Quorum: Three (3) voting members shall constitute a quorum. Section 4. Duties: It is the duty of the Executive Committee to conduct the business of the Club when the Board of Directors cannot meet. Any decisions must be ratified by the Board of Directors at its next meeting.
Article I Committees Section 1. Types: A. Standing Committees: The Standing Committees are Activities, Archives, Directory, Encore, Finance, Hospitality, Membership, Newsletter, Outreach, Publicity, Service, Social, Ways & Means and Web Communications. B. Special Committees: Special Committees may be called as needed. Section 2. Duties: All committee chairs shall consult with the President, call committee meetings when necessary, report activities at regular Board Meetings, maintain an ongoing procedures manual and prepare written annual reports to assist new committee chairs. Activities Coordination Committee: 1. shall be responsible for planning and coordinating of Club activities. shall present all new activity groups to the Board of Directors for approval. B. Archives Committee: 1. shall be responsible for documenting the history of the Club. 2. shall be responsible for maintaining the Club inventory. C. Directory Committee: 1. shall prepare and edit a directory each year, listing names and addresses of members, Bylaws and other matters of interest pertaining to Club activities. 2. shall distribute a directory to all members in good standing at the time of issue and to new members upon joining. shall supply a supplemental list of new members at least semi-annually. shall provide revisions to the Bylaws to be printed and distributed to members as necessary. shall furnish mailing labels for the Club Newsletter. shall work closely with the Membership Chair to ensure that membership files are up to date. shall clearly mark the Directory as CONFIDENTIAL, to be used for no other purpose than Club business. shall include in the Directory the year of issue and date the Club was organized. Encore Committee: shall submit a budget proposal and request funds from the Finance Committee no later than August 15. Additional funds may be requested at a later date. shall receive funds upon approval of the Board of Directors. shall carry over any remaining year end funds to next year’s Encore budget. Finance Committee: shall present a proposed budget for Board of Directors approval within sixty (60) days of the Annual Meeting. shall serve in an advisory capacity to the Treasurer. shall have all books audited within thirty (30) days of the Annual Meeting. Hospitality Committee: shall plan, organize and implement the Fall and Winter Coffees. shall work closely with Membership Chair to ensure that all new members are properly welcomed. Membership Committee: shall maintain all membership records. shall receive all dues and forward them to the Treasurer. shall record and forward all registration information to the Directory Chair. shall work closely with the Hospitality Chair to ensure that all new members are welcomed and that all potential members receive an appropriate response. Newsletter Committee: Shall be responsible for the coordination, editing, printing, assembling and circulation of the Club’s newsletter. Outreach Committee: Shall send an appropriate recognition to any member experiencing an illness, a sadness or a joyous event.
Publicity Committee: shall release information regarding the activities of the Club. must have Executive Committee approval for any new publicity venues. Service Committee: shall work with Ways & Means to encourage member participation in charitable and benevolent service organizations. shall invite nonprofit organizations to the Fall Coffee. shall conduct any 50-50 drawing. Social Committee: Shall be in charge of all special social events. Ways and Means Committee: Shall devise, plan and monitor charitable projects. Web Communications Committee: shall manage an Internet Service Provider (ISP) web page. shall keep information current on the web page.
Article X Parliamentary Authority The rules contained in Roberts Rules of Order Newly Revised shall govern this Club in all cases in which it is applicable. These Bylaws shall take precedence over the Parliamentary Authority.
Article XI Amendment of Bylaws The Bylaws Committee: (Revised May 15, 2007) A. Shall consist of at least three (3) members appointed by the Board of Directors. B. Shall meet at the request of the Executive Committee to consider the necessity for changes in the Bylaws. C. Shall present any recommended changes in the Bylaws to the Executive Committee for approval. D. Shall present approved changes to the membership for adoption at a general meeting.
Article XII Dissolution Clause In the event of dissolution of the Club, assets remaining after payment of all outstanding expenses shall be donated to a charity determined by the Executive Committee.
Standing Rules of the Newcomers Club of Greater Charlottesville These rules were reviewed and rewritten October, 2006 in conjunction with the adoption in May, 2007 of the revised Bylaws of the Newcomers Club of Greater Charlottesville Activity Groups: (Revised February 5, 2008) All Club Activity Groups are governed by the Bylaws of the Newcomers Club of Greater Charlottesville. Participants in any activity must be Club members in good standing. Reservations for any Newcomers/Encore event/program will be taken only after notice of the activity has been published in the Club newsletter. Following publication, reservations will be accepted on a first-come, first-served basis. A member may make a personal reservation as well as one for a spouse or significant other. There shall be no distinction made between Newcomers and Encore members when taking a reservation. Reservations for non-Newcomers guests will be accepted on a space-available basis. In order to keep date conflicts to a minimum, committee chairs must clear the scheduling of any proposed event through the Activities Coordinators before planning and/or publicizing an event. Activities or events shall not be scheduled the day of any monthly luncheon. While all activities are always self-supporting, Activity Chairs may ask the Board of Directors to front monies needed for deposit for Activity events that would then be paid back to the Club at the conclusion of each event. Activity Chairs may request these requisitions using the following guidelines: · Every effort should be made to establish the viability of events requiring deposits. If after careful consideration of time, place and cost of the event the Activity Chair deems the event viable, a request for deposit money can be made. · Requests supporting the viability of the event must be made in writing and presented to the Board of Directors at a Board of Directors meeting that is held at least one meeting before the funds are needed. · The activity needing the deposit money must announce the event in the newsletter by all appropriate deadlines. · Requests for non-refundable deposits will not exceed $150.00. · Requests for refundable deposits will be for at least $50.00 but not more than $150.00. · All requests will be approved or disapproved by the Board of Directors on a case by case basis. · All deposit refunds will be returned to the Club Treasurer after the conclusion of the event in a timely manner. · If a non-refundable deposit is lost, the monetary lost is absorbed by the Club and not the Activity Chair, however. · If a non-refundable deposit is later deemed refundable, the deposit will then be returned to the Club Treasury. Annual reports of each of these groups must be submitted to the Activity Coordinators at the end of the Club year, May 31st. These reports shall include activity events, recommendations for the new Club year and financial information.
Annual Dues: Dues for the 2007-2008 Club fiscal year shall be $20.00. Members joining after January 1 will pay $10.00 for the current year.
Club business will be transacted at monthly board meetings.
Club Expenses: (Revised May 15, 2007) Officers and Board committee chairpersons shall present vouchers to the Club Treasurer for all of their expenses.
Club Liability: The Club shall not be responsible for personal or property damage incurred during any Club event.
Directory and Newsletter Boundaries: (Revised May 15, 2007) The contents of this directory and the Newcomers Newsletter are intended for the exclusive use of the Club. Any other use is prohibited. The Club directory and newsletter shall not be a forum for, or used to further any product or service, whether for profit or not.
Activity and Event Boundaries for the Board of Directors: (Added May 15, 2007) Club Activities, meetings and luncheons shall not be a forum for, or used to further any product or service, whether for profit or not. However, in planning an event, the Board could vote to make an exception to this rule.
Distribution of excess funds: (Revised February 5, 2008) Only those funds raised for the specific purpose of charity can be given to charity. Therefore those funds raised in membership dues must be spent on Club items that benefit the membership directly. The recipients of any funds for charity shall be decided by the Board of Directors. In the unfortunate event of the death of a member, she or he will be remembered by any such charitable donation as well as through the proceeds of any 50/50 drawings.
More than one candidate for office: Ballots are to be used for a contested position only. Two tellers will be appointed by the President to tally votes for such a position.
No Smoking Policy: The Club’s “No Smoking” policy is in effect at all Club functions.
Nominating Committee Report: A report of the Nominating Committee shall be recorded in the Secretary’s minutes and in the Newsletter. This report will include the names of the committee members as well as the list of candidates who have accepted the nomination.
Non-discriminatory Policy: The Newcomers Club of Greater Charlottesville is non-partisan, non-sectarian and sponsors no legislative activities. The Newcomers Club of Greater Charlottesville shall not discriminate against members or prospective members because of race, color, creed, national origin, sex, income, marital status, educational background or other factors.
Reservations and Refunds: (Revised April 4, 2006) The following policies shall apply whenever reservations are required: The Activity Committee shall post a “Cancellation Deadline Date” (CDD) in the Newsletter activity announcement. When money has been collected, refunds will be made on cancellations communicated to the Activity Committee by the CDD. Anyone canceling after the CDD will not be eligible for a refund. When no money has been collected in advance of an event or for a free event, those who have made a reservation are responsible for canceling by the CDD if they will be unable to attend. No shows and those canceling after the CDD shall be handled as follows: The next time such member calls to reserve a space for an event sponsored by the same Activity Committee, that party’s name shall be placed at the bottom of the waiting list. Only after reservations have closed and all individuals listed above on the waiting list have been given the opportunity to attend will that member be invited if there is an available space. Reservations made for any Club function, but not paid, shall be considered due and payable to the Club Treasurer. At the sole discretion of the applicable Activity Committee, exceptions for extenuating circumstances may be made when the cost of the cancellation has been covered by another person or not charged to the Club.
Review of Club Bylaws: The Bylaws shall be reviewed every three years.
Signatures for Club Checking Account: The Board of Directors shall designate signature authority for the Newcomers Club’s checking account, one of which will be the Treasurer. It is recommended that the required second signature be that of the President. |