Saugatuck Woman's Club
BYLAWS OF SAUGATUCK WOMAN’S CLUB Saugatuck, Michigan
Incorporated May 2, 1934 Revised 10/2015
ARTICLE I NAME
The organization shall be called the Saugatuck Woman’s Club.
ARTICLE II OBJECT/MISSION
The objects of this Club shall be mutual help, intellectual improvement, social enjoyment, and unified effort for the welfare of the community.
ARTICLE III OFFICERS
Section 1. The Offices of President, Vice President, Program Chairs, Secretary, and Treasurer shall be elected annually by members of the Club.
Section 2. The Executive Board shall consist of the Officers. The term of Officers shall be one (1) year. Officers may be reelected.
Section 3. The Board of Directors shall consist of the Officers, Archivist, the Parliamentarian, and the Chairs of the following Committees, House, Rental, Hostess, Membership , Publicity, Remembrance, Scholarship, Volunteer Hours, and Membership Directory Editor.
Section 4. The Executive Board shall meet in person or electronically, at the request of the President, and shall be empowered to act on all matters of importance to the Club.
ARTICLE IV DUTIES OF OFFICERS
Section 1. The President shall preside over the General Membership meetings, the Executive Board, and the Board of Directors. She shall be responsible for appointing Officers, other than the Executive Board, and hiring a Bookkeeper/Auditor. The Office of the President may be succeeded for one additional term. Past Presidents may serve again after an interim period of two years.
* She is authorized to sign checks as an alternate to the Treasurer.
*She shall also authorize one other board member to act in the event that neither she nor the Treasurer is available.
*She shall request five volunteers for the ad hoc Nominating Committee from the membership not later than July 15.
Section 2. The Vice President shall perform the duties of the President in her absence. She chairs the Building Structure and Grounds Committee and shall appoint her own committee members.
Section 3. The Secretary shall keep a record, including the official electronic communications, for the General Membership meetings, the Board of Directors meetings, and the Executive Board meetings of the Club.
Section 4. The Treasurer shall receive all monies of the Club and pay all bills when approved by the Executive Board. She shall keep account of all receipts and disbursements, make reports at each meeting of the Board of Directors and the General Membership meetings, and furnish the President with copies of these meeting reports. In anticipation of absence, she shall arrange for the books and all bills to be given to an alternate board member for record-keeping and payment. In addition, she shall prepare a final report for audit. She shall chair a Budget Committee, which she shall appoint with the approval of the Executive Board, to plan a budget by July 15 for the coming year of the Club. In addition, for long-range planning a five year budget projection should be created.
Section 5. The Program Chair shall be responsible for scheduling programs for the General Membership meetings for each year, with Executive Board approval. The full schedule shall be completed before the Membership Directory deadline. The Executive Board shall determine the Program budget by the August Board meeting. The Executive Board has the right to refuse programs if they determine the program doesn’t coincide with the objectives of this Club.
ARTICLE V DUTIES OF THE BOARD OF DIRECTORS
Section 1. The definition of the Board of Directors shall consist of the Executive Board officers and all others included in Article 3 Section 3.
Section 2. Every woman on the Board of Directors is entitled to one vote.
Section 3. The Board of Directors shall meet monthly, except January and February. Special meetings may be called by the President as necessary. When necessary, it shall be the duty of the Executive Board to fill any vacancies that occur in the elective offices.
ARTICLE VI DUTIES OF COMMITTEE CHAIRPERSONS
Section 1. House . The House Chair shall be responsible for all matters pertaining to the interior of the clubhouse.
Section 2. Rentals. The Rental Chair shall be in charge of all rentals of the Club and the Breuckman House.
Section 3. Hostesses. The Hostess Chair shall secure hostesses for each regular meeting and for special events, and shall supervise said hostesses.
Section 4. Calling. The Calling Committee Chair shall assume responsibility for notifying members, as requested by the President, who do not have e-mail addresses.
Section 5. Welcome/Sign-In. The Welcome/Sign-In Chair shall have all members, guests, and hostesses attending the General Membership meeting sign the attendance book. Hostesses and guests shall be noted in the attendance book.
Section 6. Membership. The Membership Committee shall include the Callers and Welcomers. The Membership Committee Chair shall be responsible for maintaining membership records, collecting dues, and notifying the members of the upcoming meetings, as well as the distribution of the Membership Directory.
Section 7. Publicity. The Publicity Chair shall be responsible for all publicity pertinent to the activities of the Club. The extent and cost of any advertising shall be discussed and approved at a Board of Directors meeting.
Section 8. Nominating Committee. The Nominating Committee, appointed in July, shall present to the membership, at the second August General Membership Meeting, a slate of nominees for office. The slate will be voted on at the first September General Membership Meeting, at which time nominations may be received from the Floor. The new slate of Officers shall be introduced to the membership at an October General Membership Meeting and installed in December. They will “job shadow” the outgoing Officers throughout the remainder of the year.
Section 9. Archivist. The Archivist Chair shall be responsible for the record-keeping and maintaining of pictorial records of the Club’s yearly activities.
Section 10. Parliamentarian. The Parliamentarian Chair shall be responsible for interpreting parliamentary procedure and shall be in charge of a Committee, appointed by the President, to process any revision of the Bylaws to be approved by the Membership.
Section 11. Bookkeeper/Auditor. The Bookkeeper/Auditor shall examine the books and reports of the Treasurer, file all appropriate papers, as well as provide a report for the first meeting of the year. The Bookkeeper/Auditor shall be a non- member of the Saugatuck Woman’s Club.
Section 12. Remembrance. The Remembrance Chair shall be responsible for sending cards or memorials according to the Saugatuck Woman’s Club policy statement.
Section 13. Membership Directory Editor. The Membership Directory Editor shall be responsible for the publication of the annual Membership Directory. The Directory shall be proofread by the Membership Chair and the President before publication. An original digital copy of the directory will be kept by the Membership Chair and the Editor.
Section 14. Scholarship. The Scholarship Committee shall meet in February, March and April each year to consider applications and award annual scholarships.
Section 15. Volunteer Hours. The Volunteer Hours Chair shall be responsible for keeping member volunteer hour records each year. The record of accumulated hours shall be provided to the Treasurer at year’s end.
Section 16. Appointed Committee Members. Committee Chairs shall appoint the members of their respective Committees, with the approval of the Executive Board, unless otherwise stated in the Bylaws.
ARTICLE VII FEES AND DUES
Section 1. The amounts for fees and dues shall be determined by the Board of Directors.
Section 2. Dues are payable on or before June 1 of the new year.
ARTICLE VIII MEMBERSHIP
Members are encouraged to participate in the activities of the Club and shall co-host a General Membership meeting annually.
ARTICLE IX MEETINGS
Section 1. The annual meeting for the election of Officers shall be held at the first General Membership meeting in October. The newly installed Officers shall assume their duties on January 1. All books and records pertinent to the Club shall be turned over to the new Officers by this time.
Section 2. The first regular meeting shall be held on the second Friday in May. Meetings will be held on the second and fourth Fridays through the second Friday in November. A Christmas party/meeting is held on the first Friday of December.
Section 3. There shall be a minimum of eight General Membership meetings per year.
ARTICLE X FISCAL YEAR
The fiscal year shall be from January 1 to December 31.
ARTICLE XI AGREEMENTS
All agreements made in the name of the Saugatuck Woman’s Club shall be finalized by a vote of the Board of Directors.
ARTICLE XII QUORUM
Section 1. Three Executive Board members at any Executive Board meeting, in person or electronically, shall constitute a quorum.
Section 2. Nine members of the Board of Directors at any Board of Director meeting, in person or electronically, shall constitute a quorum.
Section 3. Twenty Club members of the General Membership present at any meeting, in person or electronically, shall constitute a quorum. A majority of members present and voting is needed for elections or to take any other action at a General Membership meeting.
ARTICLE XIII RULES OF ORDER
Robert’s Rules of Order shall guide all meetings of this Club, except in cases specifically covered by our Bylaws.
ARTICLE XIV ELECTRONIC MEETINGS
Section 1. The President may communicate by any means with the Executive Board and/or the Board of Directors to conduct business for the Club that cannot wait until the next sitting Board of Directors meeting. Written confirmation must be given to the Secretary for the records.
Section 2. Quorum rules shall be in effect for any votes made by these boards, within a time limit set by the President for receiving votes.
Section 3. Electronic vote by the General Membership shall be conducted in the event of an emergency or time restriction only.
ARTICLE XV HOW TO REMOVE AN OFFICER OR DIRECTOR
Section 1. Any Officer of the Executive Board may be removed from their position by a vote of 2/3rds of the Board of Directors.
Section 2. Any member of the Board of Directors may be removed from their position by a vote of 2/3rds of the Board of Directors.
ARTICLE XVI HOW TO AMEND BYLAWS
If a change is needed in the Bylaws, the proposed change shall be presented at a General Membership meeting and voted on at the next General Membership meeting.
ARTICLE XVII CONFLICT OF INTEREST
No member of the Board of Directors shall receive personal financial gain from transactions of the Saugatuck Woman’s Club.
ARTICLE XVIII BOOKS AND RECORDS
The Saugatuck Woman’s Club (SWC) shall keep the Treasurer’s and Secretary’s Books of all meetings of its Board of Directors, a record of all actions taken by the Board of Directors, without a meeting, and a record of all actions taken by the Committees of the Board. In addition, the SWC shall keep a copy of the Articles of Incorporation and Bylaws as amended to date.
ARTICLE XIX CERTIFICATE OF ADOPTION OF BYLAWS
I do hereby certify that the above stated Bylaws of the Saugatuck Woman’s Club were approved by the Saugatuck Woman’s Club Membership October, 2015. Secretary of the SWC
Incorporated May 2, 1934 Revised 10/2015
ARTICLE I NAME
The organization shall be called the Saugatuck Woman’s Club.
ARTICLE II OBJECT/MISSION
The objects of this Club shall be mutual help, intellectual improvement, social enjoyment, and unified effort for the welfare of the community.
ARTICLE III OFFICERS
Section 1. The Offices of President, Vice President, Program Chairs, Secretary, and Treasurer shall be elected annually by members of the Club.
Section 2. The Executive Board shall consist of the Officers. The term of Officers shall be one (1) year. Officers may be reelected.
Section 3. The Board of Directors shall consist of the Officers, Archivist, the Parliamentarian, and the Chairs of the following Committees, House, Rental, Hostess, Membership , Publicity, Remembrance, Scholarship, Volunteer Hours, and Membership Directory Editor.
Section 4. The Executive Board shall meet in person or electronically, at the request of the President, and shall be empowered to act on all matters of importance to the Club.
ARTICLE IV DUTIES OF OFFICERS
Section 1. The President shall preside over the General Membership meetings, the Executive Board, and the Board of Directors. She shall be responsible for appointing Officers, other than the Executive Board, and hiring a Bookkeeper/Auditor. The Office of the President may be succeeded for one additional term. Past Presidents may serve again after an interim period of two years.
* She is authorized to sign checks as an alternate to the Treasurer.
*She shall also authorize one other board member to act in the event that neither she nor the Treasurer is available.
*She shall request five volunteers for the ad hoc Nominating Committee from the membership not later than July 15.
Section 2. The Vice President shall perform the duties of the President in her absence. She chairs the Building Structure and Grounds Committee and shall appoint her own committee members.
Section 3. The Secretary shall keep a record, including the official electronic communications, for the General Membership meetings, the Board of Directors meetings, and the Executive Board meetings of the Club.
Section 4. The Treasurer shall receive all monies of the Club and pay all bills when approved by the Executive Board. She shall keep account of all receipts and disbursements, make reports at each meeting of the Board of Directors and the General Membership meetings, and furnish the President with copies of these meeting reports. In anticipation of absence, she shall arrange for the books and all bills to be given to an alternate board member for record-keeping and payment. In addition, she shall prepare a final report for audit. She shall chair a Budget Committee, which she shall appoint with the approval of the Executive Board, to plan a budget by July 15 for the coming year of the Club. In addition, for long-range planning a five year budget projection should be created.
Section 5. The Program Chair shall be responsible for scheduling programs for the General Membership meetings for each year, with Executive Board approval. The full schedule shall be completed before the Membership Directory deadline. The Executive Board shall determine the Program budget by the August Board meeting. The Executive Board has the right to refuse programs if they determine the program doesn’t coincide with the objectives of this Club.
ARTICLE V DUTIES OF THE BOARD OF DIRECTORS
Section 1. The definition of the Board of Directors shall consist of the Executive Board officers and all others included in Article 3 Section 3.
Section 2. Every woman on the Board of Directors is entitled to one vote.
Section 3. The Board of Directors shall meet monthly, except January and February. Special meetings may be called by the President as necessary. When necessary, it shall be the duty of the Executive Board to fill any vacancies that occur in the elective offices.
ARTICLE VI DUTIES OF COMMITTEE CHAIRPERSONS
Section 1. House . The House Chair shall be responsible for all matters pertaining to the interior of the clubhouse.
Section 2. Rentals. The Rental Chair shall be in charge of all rentals of the Club and the Breuckman House.
Section 3. Hostesses. The Hostess Chair shall secure hostesses for each regular meeting and for special events, and shall supervise said hostesses.
Section 4. Calling. The Calling Committee Chair shall assume responsibility for notifying members, as requested by the President, who do not have e-mail addresses.
Section 5. Welcome/Sign-In. The Welcome/Sign-In Chair shall have all members, guests, and hostesses attending the General Membership meeting sign the attendance book. Hostesses and guests shall be noted in the attendance book.
Section 6. Membership. The Membership Committee shall include the Callers and Welcomers. The Membership Committee Chair shall be responsible for maintaining membership records, collecting dues, and notifying the members of the upcoming meetings, as well as the distribution of the Membership Directory.
Section 7. Publicity. The Publicity Chair shall be responsible for all publicity pertinent to the activities of the Club. The extent and cost of any advertising shall be discussed and approved at a Board of Directors meeting.
Section 8. Nominating Committee. The Nominating Committee, appointed in July, shall present to the membership, at the second August General Membership Meeting, a slate of nominees for office. The slate will be voted on at the first September General Membership Meeting, at which time nominations may be received from the Floor. The new slate of Officers shall be introduced to the membership at an October General Membership Meeting and installed in December. They will “job shadow” the outgoing Officers throughout the remainder of the year.
Section 9. Archivist. The Archivist Chair shall be responsible for the record-keeping and maintaining of pictorial records of the Club’s yearly activities.
Section 10. Parliamentarian. The Parliamentarian Chair shall be responsible for interpreting parliamentary procedure and shall be in charge of a Committee, appointed by the President, to process any revision of the Bylaws to be approved by the Membership.
Section 11. Bookkeeper/Auditor. The Bookkeeper/Auditor shall examine the books and reports of the Treasurer, file all appropriate papers, as well as provide a report for the first meeting of the year. The Bookkeeper/Auditor shall be a non- member of the Saugatuck Woman’s Club.
Section 12. Remembrance. The Remembrance Chair shall be responsible for sending cards or memorials according to the Saugatuck Woman’s Club policy statement.
Section 13. Membership Directory Editor. The Membership Directory Editor shall be responsible for the publication of the annual Membership Directory. The Directory shall be proofread by the Membership Chair and the President before publication. An original digital copy of the directory will be kept by the Membership Chair and the Editor.
Section 14. Scholarship. The Scholarship Committee shall meet in February, March and April each year to consider applications and award annual scholarships.
Section 15. Volunteer Hours. The Volunteer Hours Chair shall be responsible for keeping member volunteer hour records each year. The record of accumulated hours shall be provided to the Treasurer at year’s end.
Section 16. Appointed Committee Members. Committee Chairs shall appoint the members of their respective Committees, with the approval of the Executive Board, unless otherwise stated in the Bylaws.
ARTICLE VII FEES AND DUES
Section 1. The amounts for fees and dues shall be determined by the Board of Directors.
Section 2. Dues are payable on or before June 1 of the new year.
ARTICLE VIII MEMBERSHIP
Members are encouraged to participate in the activities of the Club and shall co-host a General Membership meeting annually.
ARTICLE IX MEETINGS
Section 1. The annual meeting for the election of Officers shall be held at the first General Membership meeting in October. The newly installed Officers shall assume their duties on January 1. All books and records pertinent to the Club shall be turned over to the new Officers by this time.
Section 2. The first regular meeting shall be held on the second Friday in May. Meetings will be held on the second and fourth Fridays through the second Friday in November. A Christmas party/meeting is held on the first Friday of December.
Section 3. There shall be a minimum of eight General Membership meetings per year.
ARTICLE X FISCAL YEAR
The fiscal year shall be from January 1 to December 31.
ARTICLE XI AGREEMENTS
All agreements made in the name of the Saugatuck Woman’s Club shall be finalized by a vote of the Board of Directors.
ARTICLE XII QUORUM
Section 1. Three Executive Board members at any Executive Board meeting, in person or electronically, shall constitute a quorum.
Section 2. Nine members of the Board of Directors at any Board of Director meeting, in person or electronically, shall constitute a quorum.
Section 3. Twenty Club members of the General Membership present at any meeting, in person or electronically, shall constitute a quorum. A majority of members present and voting is needed for elections or to take any other action at a General Membership meeting.
ARTICLE XIII RULES OF ORDER
Robert’s Rules of Order shall guide all meetings of this Club, except in cases specifically covered by our Bylaws.
ARTICLE XIV ELECTRONIC MEETINGS
Section 1. The President may communicate by any means with the Executive Board and/or the Board of Directors to conduct business for the Club that cannot wait until the next sitting Board of Directors meeting. Written confirmation must be given to the Secretary for the records.
Section 2. Quorum rules shall be in effect for any votes made by these boards, within a time limit set by the President for receiving votes.
Section 3. Electronic vote by the General Membership shall be conducted in the event of an emergency or time restriction only.
ARTICLE XV HOW TO REMOVE AN OFFICER OR DIRECTOR
Section 1. Any Officer of the Executive Board may be removed from their position by a vote of 2/3rds of the Board of Directors.
Section 2. Any member of the Board of Directors may be removed from their position by a vote of 2/3rds of the Board of Directors.
ARTICLE XVI HOW TO AMEND BYLAWS
If a change is needed in the Bylaws, the proposed change shall be presented at a General Membership meeting and voted on at the next General Membership meeting.
ARTICLE XVII CONFLICT OF INTEREST
No member of the Board of Directors shall receive personal financial gain from transactions of the Saugatuck Woman’s Club.
ARTICLE XVIII BOOKS AND RECORDS
The Saugatuck Woman’s Club (SWC) shall keep the Treasurer’s and Secretary’s Books of all meetings of its Board of Directors, a record of all actions taken by the Board of Directors, without a meeting, and a record of all actions taken by the Committees of the Board. In addition, the SWC shall keep a copy of the Articles of Incorporation and Bylaws as amended to date.
ARTICLE XIX CERTIFICATE OF ADOPTION OF BYLAWS
I do hereby certify that the above stated Bylaws of the Saugatuck Woman’s Club were approved by the Saugatuck Woman’s Club Membership October, 2015. Secretary of the SWC