BY-LAWS:
Revised: January 24, 2010
ARTICLE 1 – MEETINGS
Section 1 –
Meetings shall be held two times each month, September through May. Ten members shall constitute a quorum for the transaction of business.
Executive Board meetings will be held each month on a day prior to the General Business Meeting. Five Executive Board members shall be a quorum for the Executive Board for the transaction of business.
Section 2 –
Special meetings shall be called at the request of the Executive Board, or by three members. All members shall be notified in writing, or otherwise, at least forty-eight hours in advance of called meeting.
Section 3 –
The order of business shall be conducted according to, Robert’s Rules of Order Revised, the parliamentary authority of this Club.
ARTICLE 2 – ELECTIONS
The officers and board members shall be elected for a two-year term in the following manner:
At the February and March meetings, each member shall indicate their willingness to serve as an officer or board member. Eligibility to serve as an officer or board member must be a member in good standing for a minimum of one year in the Woman’s Club of Ocoee.
At the March meeting, a nominating committee shall be created with five members, two of whom shall be appointed by the President and three elected by the Club, at large.
Before the April meeting, the nominating committee will meet. From the list of those willing to serve, the committee will contact members until a full slate of officers and board members is ready to be submitted to the members in attendance at the April meeting.
At the April meeting, the floor shall be open for other nominations. If an office has a challenger, then that office will be voted on separately. If there are no challenges, then the slate stands as submitted for approval.
No member shall hold more than one office at a time, and no officer shall hold the same office for more than two consecutive terms.
The biennium election of officers shall take place at the first business meeting in April.
Installation of officers shall take place at the May meeting. Officers and other members of the Executive Board shall officially assume their respective duties on July 1.
ARTICLE 3 – MEMBERSHIP
Section 1 -
Active Member: Any woman willing to promote the interest of the Club and to assist in its activities shall be eligible as an active member. This shall be interpreted to include regular attendance at Club meetings and performance of all committee work assigned to her by the Club. Regular attendance shall be interpreted as attendance at 50% of all Club meetings and 50% of all sponsored activities.
Section 2 –
Associate Member: Any member who has been active at least seven (7) years and a member in good standing. They shall be elected through the regular process for membership but may not hold office or vote. Active members may request associate membership status (per the above guidelines), in writing and pay appropriated Associate dues. Associate Members are required to participate in at least two Club meetings and two sponsored activities per year.
Section 3 –
Honorary Member: Any member who is no longer able to attend meetings but has demonstrated long and loyal service to the Club may be unanimously elected as such at any business meeting. They shall be entitled to all privileges of the Club, except holding office and voting and shall be exempt from dues. Not more than one Honorary Member shall be elected per term.
Section 4 –
Names for membership shall be submitted in writing by one member, endorsed by a second member for review at an Executive Board meeting. Upon Executive Board approval, the Recording Secretary shall present the endorsement to the general membership. Nominating members must be Active Members in good standing for one full year prior to making membership nominations.
Section 5 –
Any member of a Florida Federation Woman’s Club (FFWC) or General Federation Woman’s Club (GFWC), with credentials, may attend Club meetings.
Section 6 –
Members withdrawing from the Club shall send a written resignation to the Executive Board.
Section 7 –
Active, Associate and Honorary members are permitted to bring guest(s) to program meetings.
Section 8 –
Upon recommendation of the Executive Board, members may be expelled or suspended from the Club for valid reasons upon a 2/3 vote of the Active members at a general business meeting.
Section 9 –
Any member who has dropped her membership for one year may be reinstated by paying one year’s back and current year’s dues, by having her name presented to the Executive Board for approval. All others must go through the regular membership process.
ARTICLE 4 – DUES
Section 1 –
Active membership dues shall be $50 annually. Associate Membership dues shall be $75 annually. Honorary members pay no dues (See Article 3, Section 3). All dues must be paid by September 15 and no later than October 31. The names of members failing to pay annual dues shall be stricken from the membership roll as of November 30.
Section 2 –
There shall be a GFWC initiation fee of $5 for New Members.
Section 3 –
New members joining the Club will pay dues at a pro-rated monthly amount of the current annual dues. Any member transferring from another FFWC or GFWC organization is required to follow the Woman’s Club of Ocoee guidelines for membership dues.
ARTICLE 5 – DUTIES OF OFFICERS AND BOARD MEMBERS
Section 1 –
The President shall preside at all meetings of the Club and Executive Board. She shall appoint all standing committees and all other committees necessary to carry out Club work and shall be a member ex-officio of each committee.
Section 2 –
The First Vice-President shall act as Program Chairman. In the absence of the President, she shall perform all duties related to the President’s office, and fulfill any special request made by the President.
Section 3 –
The Second Vice–President shall be Membership Chairman and be responsible for compiling and distributing the yearbook. In the absence of the President and First Vice-President, she shall perform all duties to their respective offices, and fulfill any special requests made by the President.
Section 4 –
The Recording Secretary shall keep meeting minutes, including attendance and volunteer hours of all meetings of the Club Members and Executive Board, and fulfill any special requests made by the President.
Section 5 –
The Corresponding Secretary shall attend to all correspondence of the Club to include but not limited to, issue all notices, respond to and/or send invitations, and fulfill any special requests made by the President.
Section 6 –
The Treasurer shall receive all Club funds and disburse same, subject to the budget. IN CASE OF AN EMERGENCY, THE TREASURER MAY DISBURSE FUNDS, BUDGETED OR NON-BUDGETED, WITH EXCLUSIVE APPROVAL OF THE EXECUTIVE BOARD.
Funds shall be maintained in a checking and savings account at any financial institution approved by the Club. The Treasurer, President, First Vice-President and/or Second Vice- President may sign checks. All invoices and checks require two signatures to be one of the same.
The Treasurer, President, First Vice-President and/or Second Vice-President shall be custodian of the bank safe deposit box and have access thereto, and shall be responsible for its contents. The President, First Vice-President, Treasurer and/or Second Vice President may have access when two of said mentioned above are present. No one is permitted single access to the safe deposit box.
The Treasurer shall collect all dues and compile a membership roster. At each monthly Executive Board meeting, she is required to present a detailed financial statement, showing income and disbursements for the previous month financial statement to the general membership. She will perform all other duties as stated in the FFWC Treasurer’s Handbook. Vote or action is taken at the next meeting the following month or during a special called meeting.
Section 3 –
Verbal notice will be given to members present and written notice will be mailed to all absent members to arrive two weeks prior to voting.
Section 4 -
Approved changes in the by-laws will become effective in adherence to Sections 1, 2, and 3 of Article 8.
ARTICLE 9 – SUSPENSION OF BY-LAWS
By a 2/3 vote of Active members present, these By-Laws may be suspended for one meeting.
The Treasurer is responsible for maintaining a file with current proof of licensing, bonding and pricing updated annually by any Contractor. All contractors are to be licensed and bonded. Any emergency repairs will be addressed in an urgent manner by the Executive Board.
The Treasurer will fulfill any special requests made by the President.
Section 7 –
There shall be four Executive Board members. The immediate Past President automatically serves in that capacity for two years, directly following her presidency, and may serve a second consecutive term, if duly elected.
If the immediate Past President is not elected to serve a second consecutive term, or chooses not to serve in that capacity even though elected, or is elected to another office, the immediate Past President’s seat shall be declared vacant. Four (4) members then shall be elected to the Board, until another immediate Past President becomes eligible to serve.
The Executive Board assists the Officers in achieving the Woman’s Club of Ocoee goals and objectives, and fulfills any special request made by the President.
Section 8 –
The Officer’s and Chairmen of all standing committees shall submit oral or written reports of their work at each business meeting. A committee chairman must be an active member for at least one full year. Each chairman will keep and maintain a folder with all pertinent information relating to the performance of her duties which will be passed on to the incoming chairman. A committee chairman will serve for a two year term, either in chair or co-chair capacity.
Section 9 –
No member or executive board member can be chairperson of more than two committees without approval of the President.
ARTICLE 6 – EXECUTIVE BOARD
Section 1 –
Regular meetings of the Executive Board will be held each month on a day prior to the general business meeting of each month, August through June. Special meetings may be called by the President or upon the request of three members of the Executive Board. Members of the Executive Board shall be in attendance at least 80% of all Executive Board Meetings.
Section 2 –
The Executive Board is empowered to fill all vacancies in the offices, except that of President. It also serves as Membership and Budget committees.
Section 3 –
The Executive Board shall appoint a Parliamentarian and two Auditors. The financials, including but not limited to, bank statements, check registry, invoices, etc. shall be audited in July and presented at the Organizational/Budgeting Executive Board Meeting in August.
Section 4 –
Recommendations from the Executive Board shall be presented at the regular business meetings by the Recording Secretary.
Section 5 –
Members of the Executive Board may be expelled or suspended from the Board for valid reasons upon ¾ vote of the Executive Board.
Section 6 –
All deliberations of the Executive Board shall be considered confidential (Executive Board meetings are not open to the General Membership unless a member is invited to speak to a specific issue).
ARTICLE 7 – COMMITTEES
All activities of the Club shall be carried out through committees.
ARTICLE 8 – AMENDMENTS
Section 1 –
Recommendations for changes in the by-laws will be presented to the Executive Board by the By-Laws Committee for approval.
Section 2 –
Upon the approval of the Executive Board, the By-Laws will be pre sented to the General Membership at any noticed regular business meet ing and amended by a majority vote. An Article that was amended in the By-Laws must be read in full to membership to include a reading of the entire By-Laws. The By-Laws are read, without action taken, during the meeting with General membership. Copies of the By-Laws are mailed or hand delivered to members absent from the meeting. Vote or action is taken at the next meeting the following month or during a special called meeting.
Section 3 –
Verbal notice will be given to members present and written notice will be mailed to all absent members to arrive two weeks prior to voting.
Section 4 -
Approved changes in the by-laws will become effective in adherence to Sections 1, 2, and 3 of Article 8.
ARTICLE 9 – SUSPENSION OF BY-LAWS
By a 2/3 vote of Active members present, these By-Laws may be suspended for one meeting.
ARTICLE 1 – MEETINGS
Section 1 –
Meetings shall be held two times each month, September through May. Ten members shall constitute a quorum for the transaction of business.
Executive Board meetings will be held each month on a day prior to the General Business Meeting. Five Executive Board members shall be a quorum for the Executive Board for the transaction of business.
Section 2 –
Special meetings shall be called at the request of the Executive Board, or by three members. All members shall be notified in writing, or otherwise, at least forty-eight hours in advance of called meeting.
Section 3 –
The order of business shall be conducted according to, Robert’s Rules of Order Revised, the parliamentary authority of this Club.
ARTICLE 2 – ELECTIONS
The officers and board members shall be elected for a two-year term in the following manner:
At the February and March meetings, each member shall indicate their willingness to serve as an officer or board member. Eligibility to serve as an officer or board member must be a member in good standing for a minimum of one year in the Woman’s Club of Ocoee.
At the March meeting, a nominating committee shall be created with five members, two of whom shall be appointed by the President and three elected by the Club, at large.
Before the April meeting, the nominating committee will meet. From the list of those willing to serve, the committee will contact members until a full slate of officers and board members is ready to be submitted to the members in attendance at the April meeting.
At the April meeting, the floor shall be open for other nominations. If an office has a challenger, then that office will be voted on separately. If there are no challenges, then the slate stands as submitted for approval.
No member shall hold more than one office at a time, and no officer shall hold the same office for more than two consecutive terms.
The biennium election of officers shall take place at the first business meeting in April.
Installation of officers shall take place at the May meeting. Officers and other members of the Executive Board shall officially assume their respective duties on July 1.
ARTICLE 3 – MEMBERSHIP
Section 1 -
Active Member: Any woman willing to promote the interest of the Club and to assist in its activities shall be eligible as an active member. This shall be interpreted to include regular attendance at Club meetings and performance of all committee work assigned to her by the Club. Regular attendance shall be interpreted as attendance at 50% of all Club meetings and 50% of all sponsored activities.
Section 2 –
Associate Member: Any member who has been active at least seven (7) years and a member in good standing. They shall be elected through the regular process for membership but may not hold office or vote. Active members may request associate membership status (per the above guidelines), in writing and pay appropriated Associate dues. Associate Members are required to participate in at least two Club meetings and two sponsored activities per year.
Section 3 –
Honorary Member: Any member who is no longer able to attend meetings but has demonstrated long and loyal service to the Club may be unanimously elected as such at any business meeting. They shall be entitled to all privileges of the Club, except holding office and voting and shall be exempt from dues. Not more than one Honorary Member shall be elected per term.
Section 4 –
Names for membership shall be submitted in writing by one member, endorsed by a second member for review at an Executive Board meeting. Upon Executive Board approval, the Recording Secretary shall present the endorsement to the general membership. Nominating members must be Active Members in good standing for one full year prior to making membership nominations.
Section 5 –
Any member of a Florida Federation Woman’s Club (FFWC) or General Federation Woman’s Club (GFWC), with credentials, may attend Club meetings.
Section 6 –
Members withdrawing from the Club shall send a written resignation to the Executive Board.
Section 7 –
Active, Associate and Honorary members are permitted to bring guest(s) to program meetings.
Section 8 –
Upon recommendation of the Executive Board, members may be expelled or suspended from the Club for valid reasons upon a 2/3 vote of the Active members at a general business meeting.
Section 9 –
Any member who has dropped her membership for one year may be reinstated by paying one year’s back and current year’s dues, by having her name presented to the Executive Board for approval. All others must go through the regular membership process.
ARTICLE 4 – DUES
Section 1 –
Active membership dues shall be $50 annually. Associate Membership dues shall be $75 annually. Honorary members pay no dues (See Article 3, Section 3). All dues must be paid by September 15 and no later than October 31. The names of members failing to pay annual dues shall be stricken from the membership roll as of November 30.
Section 2 –
There shall be a GFWC initiation fee of $5 for New Members.
Section 3 –
New members joining the Club will pay dues at a pro-rated monthly amount of the current annual dues. Any member transferring from another FFWC or GFWC organization is required to follow the Woman’s Club of Ocoee guidelines for membership dues.
ARTICLE 5 – DUTIES OF OFFICERS AND BOARD MEMBERS
Section 1 –
The President shall preside at all meetings of the Club and Executive Board. She shall appoint all standing committees and all other committees necessary to carry out Club work and shall be a member ex-officio of each committee.
Section 2 –
The First Vice-President shall act as Program Chairman. In the absence of the President, she shall perform all duties related to the President’s office, and fulfill any special request made by the President.
Section 3 –
The Second Vice–President shall be Membership Chairman and be responsible for compiling and distributing the yearbook. In the absence of the President and First Vice-President, she shall perform all duties to their respective offices, and fulfill any special requests made by the President.
Section 4 –
The Recording Secretary shall keep meeting minutes, including attendance and volunteer hours of all meetings of the Club Members and Executive Board, and fulfill any special requests made by the President.
Section 5 –
The Corresponding Secretary shall attend to all correspondence of the Club to include but not limited to, issue all notices, respond to and/or send invitations, and fulfill any special requests made by the President.
Section 6 –
The Treasurer shall receive all Club funds and disburse same, subject to the budget. IN CASE OF AN EMERGENCY, THE TREASURER MAY DISBURSE FUNDS, BUDGETED OR NON-BUDGETED, WITH EXCLUSIVE APPROVAL OF THE EXECUTIVE BOARD.
Funds shall be maintained in a checking and savings account at any financial institution approved by the Club. The Treasurer, President, First Vice-President and/or Second Vice- President may sign checks. All invoices and checks require two signatures to be one of the same.
The Treasurer, President, First Vice-President and/or Second Vice-President shall be custodian of the bank safe deposit box and have access thereto, and shall be responsible for its contents. The President, First Vice-President, Treasurer and/or Second Vice President may have access when two of said mentioned above are present. No one is permitted single access to the safe deposit box.
The Treasurer shall collect all dues and compile a membership roster. At each monthly Executive Board meeting, she is required to present a detailed financial statement, showing income and disbursements for the previous month financial statement to the general membership. She will perform all other duties as stated in the FFWC Treasurer’s Handbook. Vote or action is taken at the next meeting the following month or during a special called meeting.
Section 3 –
Verbal notice will be given to members present and written notice will be mailed to all absent members to arrive two weeks prior to voting.
Section 4 -
Approved changes in the by-laws will become effective in adherence to Sections 1, 2, and 3 of Article 8.
ARTICLE 9 – SUSPENSION OF BY-LAWS
By a 2/3 vote of Active members present, these By-Laws may be suspended for one meeting.
The Treasurer is responsible for maintaining a file with current proof of licensing, bonding and pricing updated annually by any Contractor. All contractors are to be licensed and bonded. Any emergency repairs will be addressed in an urgent manner by the Executive Board.
The Treasurer will fulfill any special requests made by the President.
Section 7 –
There shall be four Executive Board members. The immediate Past President automatically serves in that capacity for two years, directly following her presidency, and may serve a second consecutive term, if duly elected.
If the immediate Past President is not elected to serve a second consecutive term, or chooses not to serve in that capacity even though elected, or is elected to another office, the immediate Past President’s seat shall be declared vacant. Four (4) members then shall be elected to the Board, until another immediate Past President becomes eligible to serve.
The Executive Board assists the Officers in achieving the Woman’s Club of Ocoee goals and objectives, and fulfills any special request made by the President.
Section 8 –
The Officer’s and Chairmen of all standing committees shall submit oral or written reports of their work at each business meeting. A committee chairman must be an active member for at least one full year. Each chairman will keep and maintain a folder with all pertinent information relating to the performance of her duties which will be passed on to the incoming chairman. A committee chairman will serve for a two year term, either in chair or co-chair capacity.
Section 9 –
No member or executive board member can be chairperson of more than two committees without approval of the President.
ARTICLE 6 – EXECUTIVE BOARD
Section 1 –
Regular meetings of the Executive Board will be held each month on a day prior to the general business meeting of each month, August through June. Special meetings may be called by the President or upon the request of three members of the Executive Board. Members of the Executive Board shall be in attendance at least 80% of all Executive Board Meetings.
Section 2 –
The Executive Board is empowered to fill all vacancies in the offices, except that of President. It also serves as Membership and Budget committees.
Section 3 –
The Executive Board shall appoint a Parliamentarian and two Auditors. The financials, including but not limited to, bank statements, check registry, invoices, etc. shall be audited in July and presented at the Organizational/Budgeting Executive Board Meeting in August.
Section 4 –
Recommendations from the Executive Board shall be presented at the regular business meetings by the Recording Secretary.
Section 5 –
Members of the Executive Board may be expelled or suspended from the Board for valid reasons upon ¾ vote of the Executive Board.
Section 6 –
All deliberations of the Executive Board shall be considered confidential (Executive Board meetings are not open to the General Membership unless a member is invited to speak to a specific issue).
ARTICLE 7 – COMMITTEES
All activities of the Club shall be carried out through committees.
ARTICLE 8 – AMENDMENTS
Section 1 –
Recommendations for changes in the by-laws will be presented to the Executive Board by the By-Laws Committee for approval.
Section 2 –
Upon the approval of the Executive Board, the By-Laws will be pre sented to the General Membership at any noticed regular business meet ing and amended by a majority vote. An Article that was amended in the By-Laws must be read in full to membership to include a reading of the entire By-Laws. The By-Laws are read, without action taken, during the meeting with General membership. Copies of the By-Laws are mailed or hand delivered to members absent from the meeting. Vote or action is taken at the next meeting the following month or during a special called meeting.
Section 3 –
Verbal notice will be given to members present and written notice will be mailed to all absent members to arrive two weeks prior to voting.
Section 4 -
Approved changes in the by-laws will become effective in adherence to Sections 1, 2, and 3 of Article 8.
ARTICLE 9 – SUSPENSION OF BY-LAWS
By a 2/3 vote of Active members present, these By-Laws may be suspended for one meeting.
