Bylaws & Constitution

Constitution and Bylaws of The Plantation Women’s Club

Updated October 2020

CONSTITUTION

Article 1 –Name

 Section 1. The name of the organization shall be the Plantation Women’s Club and hereafter be referred to as the Club.

Article 2 –Purpose

 Section 1. The Plantation Women’s Club is organized exclusively for charitable, religious, educational and scientific purposes, including, for such purposes, the making of distributions to organizations that qualify as exempt organizations under section 501(c)(3) of the Internal Revenue Code or corresponding section of any future federal tax code.

 Section 2. Notwithstanding any other provisions of these articles, the Club shall not carry on any activities not permitted to be carried on by an organization exempt from Federal Income Tax under section 501(c)(3) of the Internal Revenue Code of 1986 or the corresponding provision of any future United States Internal Revenue law. 

 Section 3. In the event of dissolution, the residual assets of the organization will be turned over to one or more organizations which themselves are exempt as organizations described in sections 501(c)(3) and 170(c)(2) of the Internal Revenue codes, or to the State or local government of exclusive public purposes.

Article 3 –Membership

 Section 1. Membership shall be open to all women who are property owners and/or residents of Fairfield Plantation. 

Section 2. All members must be willing to abide by the Constitution and Bylaws. 

Section 3. No person shall be denied membership because of race, age, religion or national origin. 

Section 4. A person is a member in good standing when she is current with her dues. 

Section 5. The rights of voting and holding an office are reserved for Club members only.

Article 4 –Officers

 Section 1. The officers of the Club (collectively known as the Executive Board) shall be: 

President

1st Vice President

2nd Vice President

3rd Vice President 

Recording Secretary 

Corresponding Secretary 

Treasurer 

Section 2. The Election of Officers: 

•  The election of the officers shall be held at the regular November membership meeting.

•  A member of the Club may nominate a candidate for an elective office provided previous consent of the nominee has been obtained.

•  All officers shall be elected to serve for one (1) year and may be re-elected for an additional term of one (1) year in the same office.

•  Installation of officers will be held at the regular December membership meeting with new officers assuming their duties January 1 of the following year.

Section 3. The Executive Board shall be empowered to:

a.  Fill unexpired terms of officers occurring during the year if the vacancy occurs after July 1. The President shall have the power to appoint an interim person in the event an officer anticipates a lengthy absence.  

b.  Remove an officer during the year if an officer is unable to fulfill the duties of that office and/or misses two consecutive Executive Board meetings, except in the case of illness or family emergency, such as hospitalization or death of a family member.

c.  If a vacancy occurs prior to July 1, a Nominating Committee shall be formed in accordance with these bylaws to fill the vacancy. 

Article 5 –Meetings

Section 1. The regular meeting shall be held on the first Saturday of each month unless otherwise designated by the Executive Board.

Section 2. The Executive Board shall meet once a month, except as otherwise determined. Fifty percent (50%) of its members are required to constitute a quorum. 

Section 3. A special meeting may be called by the President or a member of the Executive Board when needed for the good of the Club. Any meeting may be set up for attendance utilizing Zoom or a similar technical conference tool. Zoom or a similar technical conference tool and email may be utilized for voting by the Executive Board. 

Article 6 –Voting

 Section 1. Voting shall be by the raising of the right hand, unless the membership requests a written ballot. At the regular membership meetings, one-third of the membership must be present to constitute a quorum. In the event of unforeseen emergency circumstances in our community, the general membership shall be afforded the opportunity to vote by email on matters including but not limited to the election of Board Members.

BYLAWS

Article 7 –Parliamentary Procedure

 Section 1. Parliamentary procedure will be based on Webster’s New World--Roberts Rules of Order Simplified & Applied. Third Edition.

Article 8 –Duties of Officers

 Section 1. The President shall: 

• Preside at all meetings of the membership. 

• Preside at Executive Board Meetings. 

• Appoint chairpersons of all standing committees. 

• Assist the 1st Vice President in identifying capable members of the Club to serve as chairpersons of fundraising events. 

• Assist the 2nd Vice President in identifying capable members of the Club to serve as chairpersons of community projects. 

• Prepare and present calendar and operating budget to executive board for discussion and subsequent approval by January 31 of each

year.

• Serve as an ex-officio member of standing committees except the Nominating Committee. 

• The President and Treasurer will have exclusive access to the credit card app. President may grant access to designee on an as needed basis.

• In the absence of the Treasurer, the President is authorized to sign checks. 

• The President should be in attendance at all Women’s Club functions, if possible. 

• Maintain Job Description, all policies and procedures, checklists, duty suggestions, SOP, etc., in a notebook or electronic file to be handed off and utilized for orientation for incoming board members.

Section 2. The 1st Vice President (Fundraising) shall: 

• Assume all duties of the President in her absence.

• Shall plan, direct and carry out all fundraising activities, documenting details for each.

• In consultation with the President, will appoint committee chairs, as needed for fundraising events.

• Maintain Job Description, all policies and procedures, checklists, duty suggestions, SOP, etc., in a notebook or electronic file to be handed off and utilized for orientation for incoming board members.

• Update the volunteer list and coordinate with the event chairperson for volunteer needs. 

Section 3. The 2nd Vice President (Programs) shall:  

• Assume all duties of the President and 1st Vice-President in their absence. 

• Be responsible for planning and presenting the program and/or activity each month. 

• Appoint a Program Committee, as needed, and serve as chairman. 

• Shall plan, direct and carry out projects which benefit the community. 

• In consultation with the President, will appoint committee chairs, as needed, for community service projects. 

• Work closely with the Community Service Project Committee Chair regarding service projects.

• Maintain Job Description, all policies and procedures, checklists, duty suggestions, SOP, etc., in a notebook or electronic file to be handed off and utilized for orientation for incoming board members.

• Work closely with the Program Committee Chair regarding special community events not fundraising. 

• Maintain “Save the Date” cards to be distributed at the monthly meetings.

Section 4. The 3rd Vice President (Membership) shall: 

• Be responsible for maintaining the membership list and notifying Club members of meetings and other events, as requested by the Board or other officers. 

• Be responsible to track reservations and cancelations for the monthly meetings. 

• Shall appoint a membership Calling Committee, as needed. 

• Coordinate meal provision, menu planning and seating arrangements. 

• Select a Hospitality Director who shall chair a Hospitality Committee. 

• If needed, will provide decorations for the monthly programs. 

• Prepare and distribute membership list no later than the April meeting. 

• Work closely with Publicity Committee Chair regarding upcoming meetings, community service projects, Club contact/membership information.

• Maintain Job Description, all policies and procedures, checklists, duty suggestions, SOP, etc., in a notebook or electronic file to be handed off and utilized for orientation for incoming board member.

Section 5. The Recording Secretary shall: 

• Keep an accurate record of all regular and Executive Board meetings of the Club. 

• Receive, file and serve as custodian of all records, documents, and reports.

• Work closely with Historical Committee regarding transfer and storage of documents.

• Maintain Job Description, all policies and procedures, checklists, duty suggestions, SOP, etc., in a notebook or electronic file to be handed off and utilized for orientation for incoming board member.

Section 6. The Corresponding Secretary shall: 

• On behalf of the membership, send notes, cards, create flyers and other correspondence, as directed. 

• Share correspondence with the membership. 

• Maintain Job Description, all policies and procedures, checklists, duty suggestions, SOP, etc., in a notebook or electronic file to be handed off and utilized for orientation for incoming board members.

Section 7. The Treasurer shall: 

• Keep an accurate accounting of all funds received and disbursed by the Club. 

• Receive payment and disburse all monies under the direction of the Executive Board. 

• Work closely with the Philanthropy Committee as liaison regarding disbursement of funds. 

• Relinquish books to the auditor for an annual report.

• Notify the bank depository of any change in officers. 

• Be responsible for the year-end tax filings.

• Treasurer to report to the membership when the taxes have been filed. 

• Be responsible for tax documents. Once taxes are filed then documents to be given to the Historian to scan and keep digital copy for records. Treasurer will also retain copy of tax documents

• Present Annual Treasurer’s report to the membership at the first meeting of the year.

• File Treasurer’s report with recording secretary after each Club meeting.

• Maintain Job Description, all policies and procedures, checklists, duty suggestions, SOP, etc., in a notebook to be handed off and utilized for orientation for incoming board members.

Article 9 –Executive Board

Section 1. The Executive Board shall consist of the officers of the Club all of whom must be in good standing.

The immediate past President may serve in an advisory role. This complimentary position does not have the right to make motions, discuss motions, vote or count towards a quorum at executive board meeting.

Section 2. The Executive Board shall: 

• Administer the affairs of the Club on behalf of the membership in a manner consistent with these bylaws.

• The officer that resigns needs to submit a letter of resignation. The board then votes.

• If a position is vacated after July 1, the Executive Board is empowered to appoint a replacement through a vote.

• Manage the funds of the Club, approving the annual operating budget and financial disbursements of funds to selected local projects and/or organizations. 

• Authorize disbursement of funds, not to exceed $500.00, without the approval of the general membership. 

• Approve gifts recommended by the Philanthropy Committee. 

• Receive and act upon reports submitted by officers and committees. • Set goals for the Club and evaluate progress towards planned objectives and goals. 

• Consider future plans or projects for the membership and act upon recommendations of the membership, as desired. 

• Appoint an auditor for the Annual Treasurer’s Report and submit the report to the membership as soon after the first of the year as is feasible. 

• Tax documents need to be safely retained (for 3 years) by the president and treasurer. Historian is to scan and keep an electronic copy. The location needs to be available/accessible to any Executive Board members.

Article 10 –Committees

Section 1. Committee chairs and members must be members in good standing.

Duties include:

Publicity Committee shall:

• Publicize meetings and all fundraising activities in the media designated by the Executive Board and Committees.

• Work closely with the 3rd Vice President regarding upcoming meetings, community service projects. Club contact/membership information. 

• Take photographs and share with the Historian.

Historical Committee shall:

• Convert and store files electronically (minutes, treasurer reports, committee reports, tax documents, calendar, pictures, digital artwork, etc.) in a central place.

• Work closely with the Recording Secretary regarding transfer of documents.

Philanthropy Committee shall:

• Seek the advisory input of the Service Project Committee Chair, who can provide valuable input as a result of her on-going interactions with various charitable organizations.

• Prepare a list of charitable organizations and worthy causes for the Club to financially support, in accordance with the purpose statement in these bylaws.

• Determine the amounts to donate to each organization or cause in accordance with Article 9, Section 2d.

• Seek suggestions from the membership for names of charitable organizations and worthy causes to financially support.

• Announce the complete list of contributions to the membership in December.

• Include treasurer on all discussions and meetings regarding distribution of funds.

Community Service Project Committee shall: 

• Identify local organizations needing volunteer help.

• Present the services needed from each organization to the membership at a monthly meeting.

• Work closely with the 2nd Vice President regarding community service projects coordinating with the monthly Program when possible.

Parliamentarian shall:

• Assist the President with parliamentary procedures.

• Be included in an ad hoc Constitution/Bylaw review committee.

Scholarship Committee shall:

• Review submitted scholarship forms for all areas of merit to determine eligibility.

• An award winner cannot be a member of the Women’s Club.

Woman of Year Committee shall:

• Take nominations for Woman of the Year nominees and review accomplishments of the nominees. 

• Set up a timetable for the procedure, giving appropriate time to select a person by the December meeting. 

Hospitality Committee shall:

• Greet and welcome members and guests at monthly meetings and Club events.  

Ad hoc committees may be formed, as needed.

Section 2. Each Committee Chairperson shall: 

• Obtain a copy of the 2020 Constitution and Bylaws. 

• Draft an SOP (Standard Operating Procedure) for their committee. 

• Contact the POA manager to make arrangements for tables, chairs and maintenance requests for their functions.

• Work with the assigned Executive Officer to coordinate their assigned responsibilities. 

The Fundraising Chairperson is responsible for working with the 1st Vice President and the assigned Board Liaison on selecting committee members for fundraising events.

• Work with the Publicity Committee to coordinate advertising and publicity.

• Prepare and present a monthly report on the activities of her committee to the Executive Board and report to the membership, when directed. 

• Take direction from the Board, as needed.

• Work closely with the Board liaison.

• Responsible to appoint a Recording secretary to record committee meeting minutes and file minutes with Executive Board recording secretary

• Responsible for notifying membership of volunteer needs and coordinating all volunteers prior to the event. 

Article 11 –Dues

Section 1. The annual dues shall be in the amount determined by the vote of the membership. Dues may be paid by cash, personal check, credit card (plus nominal fee charged by our bank) or an electronic payment/digital money transfer application such as Venmo. 

Article 12–Participation

Section 1: In order to avoid any conflict of interest in the distribution of scholarships, the minimum age required to participate as a Member is 18. 

Article 13 –Elections

Section 1. The Nominating Committee: 

• This committee shall consist of five (5) members and two (2) alternates. Four (4) of the members shall be sought from the regular membership at the October meeting. One of the committee members shall be appointed by the President from the current Executive Board. One of the committee members from the regular membership shall assume the leadership of the committee. 

• Prior to presenting the slate of officers, the committee shall ensure the nominee for President has been an active member in good standing for a minimum of two years. 

 • The slate of officers shall be presented by the Nominating Committee to the regular membership at the November membership meeting. 

Article 14–Review and Revision

Section 1. The Constitution and Bylaws shall be reviewed every two (2) years by an ad hoc committee drawn from the membership. This committee needs to be formed after the beginning of the year. The Executive Board, with the help of the past president, is responsible for suggesting additions or changes. Proposed changes shall be presented to the Executive Board in writing for review. The changes then go back to the committee for a  final review After receiving the committee’s final copy, the Executive Board will vote to approve the revised Constitution and By-Laws. Upon approval the membership will be presented with a copy of the proposed changes either via email or a paper copy one (1) month preceding the vote. 

Prepared October 20, 2020