Woman’s Club of Exeter Township By-Laws
Article I: Name
The name of this organization shall be The Woman’s Club of Exeter Township.
Article II: Object
The object of this club shall be to develop the educational, civic and social interests of its members, and to advance the welfare of the community.
Article III: Membership
Section 1. Applications for membership must be endorsed by one Club member and shall be submitted in writing to the Membership Chairperson.
Section 2. All applications shall be presented to the Executive Board for acceptance by majority vote.
Section 3. Resignations shall be sent in writing to the Corresponding Secretary and presented by her to the Executive Board. Upon acceptance by the Board, the member shall be deemed to have been in good standing. Members who forfeit membership by non-payment of dues shall be deemed to be not in good standing and shall be so noted in the Executive Board minutes.
Section 4. A member who forfeited membership by non-payment of dues may be re-instated by the unanimous vote of the Executive Board, provided the indebtedness and current dues are paid at the time of application.
Article IV: Dues
Section 1. The annual dues shall be $25.00, of which membership dues shall be paid annually to the County as assessed. Members joining after January 1 shall pay one-half the annual dues.
Section 2. Dues shall be payable to the Treasurer between June 1 and December 1. Notification of unpaid dues shall be sent by the Treasurer on November 1. Members in arrears for dues after December 1 will be dropped from membership.
Section 3. The fiscal year shall be from June 1 to May 31 inclusive.
Article V: Funds
Section 1. At the end of each fiscal year all money shall remain in the General Fund of the Club.
Section 2. The reserve fund may not be appropriated for any specific or general use unless by a vote of ninety percent of the members present at a designated meeting. Members shall be notified prior to a regular monthly meeting that there will be a discussion concerning the appropriation of the reserve fund at that meeting and a vote taken the following meeting.
Section 3. Members shall be notified in writing and/or e-mail prior to a regular monthly meeting if any expenditure of $500 or more will be proposed.
Article VI: Officers: Their Election and Their Duties
Section 1. The officers of this Club shall be: a President, a First and a Second Vice President, a Recording Secretary, a Corresponding Secretary and a Treasurer.
Section 2. These officers shall be elected by ballot. The term of office shall be one year, elections to be held in April. Three tellers will be appointed by the President. In case of only one candidate for each office, a voice vote may be taken.
Section 3. No member shall hold more than one office at a time. No member shall be eligible to the same office for more than two consecutive terms, but may again be eligible for that office after the expiration of one year.
Section 4. In case of resignation of an officer, replacement shall be made by appointment by the Executive Board.
Section 5. A Nominating Committee of five members shall be elected from the floor at the February meeting of each year. They shall present a candidate for each office and four Directors at the March meeting, at which time nominations may also be made from the floor. The Nominating Committee must secure the permission of each candidate before presenting her name to the Club.
Section 6. The President shall preside at all meetings of the Club and have general supervision of the work of the Club. She shall appoint all department, division and committee chairpersons. She shall be a member ex-officio of all committees, departments and divisions, except the Nominating Committee. She has the authorization to sign checks in the absence or inability of the Treasurer.
Section 7. The Vice Presidents in their order shall perform the duties of the President in the absence or temporary inability of the President. The First Vice-President shall preside at all meetings of the Executive Board.
Section 8. The Recording Secretary shall record the minutes of the Club meetings and of the meetings of the Executive Board. She shall have the custody of the books, papers, files, etc. of the Club, and shall transfer this Club property to her successor upon completion of office.
Section 9. The Corresponding Secretary shall give notice of the time and place of all meetings. She shall conduct the correspondence of the Club and read official communications of the Club. She shall notify the Treasurer of newly elected members and shall send a membership book and a letter welcoming new members to the Club. She shall keep an accurate list of the membership of the Club.
Section 10. The Treasurer shall collect all dues and deposit all monies for the Club in the name of the Club at a bank approved by the Executive Board. She shall keep an itemized account of all receipts and expenditures and render a report at each Club meeting. She shall pay all bills approved by the Club and the Executive Board, or by such officer or member of the Club that the Executive Board may authorize to approve bills for current expenses in the interim between meetings of the Club. She shall send a notice to any members who are in arrears of the dues as of November 1. The Treasurer shall keep an accurate up-to-date list of members in good standing and inform the Corresponding Secretary of any changes in membership status. At the close of the year there shall be an annual report prepared and an audit shall be made of the Treasurer’s books.
Article VII: The Executive Board and Its Duties
Section 1. The Executive Board shall consist of the officers of the Club and four Directors elected at the April meeting.
Section 2. The Executive Board shall act for the Club in case of emergency. It shall have authority over the affairs of the Club between meetings and shall recommend policies of the Club. Five members shall constitute a quorum.
Article VIII: Meetings
Section 1. The regular meeting of the Club will be held on the second Wednesday of each month from September until April inclusive, except when changed by the Executive Board.
Section 2. The meeting in May shall be known as the Annual Meeting and shall be for the purpose of listening to the annual report of the President, for the installation of officers, and for any other business which may properly come before such a meeting.
Section 3. Special meeting may be called by the President or through her at the request of three Board members. The call shall state the purpose of the meeting.
Section 4. One fifth of the membership must be present to constitute a quorum at a Club meeting for the transaction of business.
Article IX: Departments and Committees
Section 1. There shall be the following Standing Committees: Finance, Auditing, Membership, Program and Ways & Means.
Section 2. Other committees, standing or special, shall be constituted as authorized by the Club.
Section 3. The Finance Committee shall prepare an annual budget to be approved by the Executive Board and acted upon by the Club at the September meeting.
Section 4. The Auditing Committee shall consist of four members. the Chairman of the Finance Committee and three other members, none of whom may be members of the Executive Board. This Committee shall audit the books of the Treasurer and shall report at the Annual Club meeting in September.
Article X: Parliamentary Procedure
The rules contained in the Robert’s Rules of Order (Revised) shall govern the Club in all cases to which they are applicable and in which they are not inconsistent with the By-Laws.
Article XI: Amendments
These By-Laws may be amended at any stated meeting of the Club by a two-thirds vote of the members present, provided that the proposed amendment has been submitted in writing at the previous meeting.