CONSTITUTION (Revised 1996)
Article I – Name
The name of this organization shall be the Women’s Club of Madison,
Inc. (formerly the Fortnightly Club). It is a member of the General
Federation of Women’s Clubs of Connecticut (GFWC/CT) and General
Federation of Women’s Clubs (GFWC).
Article II – Object
The object of this nonsectarian, nonpolitical, nonprofit organization shall
be the improvement of educational, cultural, and civic conditions and
shall be charitable as defined by Section 501 (c) 3 of the Internal
Article I – Membership
Section 1 – Eligibility
Membership shall be open to all Madison women, nonresident
exceptions made at the Executive Board’s discretion.
Section 2 – Classes
A. Active – An active member shall pay annual dues within the
prescribed time and attend general meetings. Each Member shall
be a participant of a working committee and shall support
scholarships, C.I.P. and ways and means projects.
B. Senior Active Member – Any active member, upon reaching
the age of 65, may request in writing senior status. She must pay
annual dues and support the club to the best of her ability.
C. Life Members
1. Honorary – Honorary membership shall be offered to
those who have been in continuous Federated Women’s
Club membership for forty (40) years or those designated
by the Executive Board. These persons shall be exempt
2. Past Presidents – Past presidents shall remain club
members upon payment of dues and are expected to take
an active part to the best of their ability.
Section 3 – Applications
A prospective member must attend one general meeting prior to
submitting an application which must be approved by the
Executive Board. The club shall provide orientation.
Section 4 – Transfers
A transferee shall be accepted at any monthly meeting following
receipt of a letter from the former federated club, stating that
she is a member in good standing.
Section 5 – Termination
A. Notice of resignation shall be presented in writing to the
B. Membership shall be revoked for nonpayment of dues as
stated in Section III of Standing Rules. Notification shall be
made by a member of the Executive Committee prior to formal
termination by the Executive Board.
Section 6 – Waiver of Duties
Written request for waiver of club responsibilities for the club
year must be submitted to the President and presented for action
to the Executive Board.
ARTICLE II – NONMEMBERS
A prospective member shall be limited to two general meetings.
ARTICLE III – OFFICERS
Section 1 – Officers
The officers shall be President, Vice President, Recording
Secretary, Corresponding Secretary, Treasurer, and Assistant
Section 2 – Eligibility
They shall be active members for at least one year and ideally
have served as a committee chairperson.
Section 3 – Election
A. The Nominating Committee shall consist of five (5)
members. It shall be chaired ideally by the immediate Past
President. At the January general meeting of an election year
three (3) nonboard members shall be elected to serve on the
Nominating Committee. At the January Executive Board
meeting of an election year two (2) board members shall be
elected. The one receiving the most votes shall serve on the
Nominating Committee; the second shall serve as an alternate
if needed. No member of the Nominating Committee shall
serve on the Committee for two consecutive terms.
B. The Nominating Committee shall present the slate of
officers at the March general meeting of an election year.
Anyone wishing to contest any office by nominating another
person for that office must present her nomination in writing
to the Secretary at least 14 days prior to the April general
meeting. The officers shall be elected by acclamation at the
April meeting. When there is more than one candidate for any
office, election shall be by ballot with the candidate receiving
the majority of votes being declared the elected officer.
Section 4 – Term
A newly elected officer shall assume her duties upon installation
for two years and shall hold only one office.
Section 5 – Vacancies
A. President – The Vice President shall automatically accede for
the remainder of the term.
B. Other Officers – The President, with the approval of the
Executive Board, shall appoint a replacement to serve the
remainder of the term.
Section 6 – Duties
A. President – She shall preside at all general and Executive
Board meetings. She shall be an ex officio member of all
departments and committees except the Nominating Committee.
She shall appoint department chairmen, choose an auditor, and
shall fill Executive Board vacancies with the approval of the
board and shall submit a yearly report to the club. She shall
appoint a parliamentarian.
B. Vice President – She shall act in place of the President when
necessary. Ideally, she shall chair the Budget Committee,
coordinate Federation business, programs, and C. I. P. She shall
assist the President with GFWC/CT reports and shall perform
other duties delegated by the President.
C. Recording Secretary – She shall keep the minutes of the
general meeting and the executive board meeting and present
them when necessary.
D. Corresponding Secretary – She shall conduct all club
correspondence and cheer.
E. Treasurer – She shall be in charge of all monies for the club.
She shall deposit only in designated banks and pay all bills
approved by the Executive Board, and shall be responsible for
insurance policies. She shall submit her books for yearly audit
prior to making disbursements.
F. Assistant Treasurer – She shall act for the Treasurer whenever
necessary, shall send all bills for membership dues and collect the
ARTICLE IV – EXECUTIVE BOARD
Section 1 – Members
The Executive Board shall consist of all officers,
parliamentarian, department chairpersons, publicity and
newsletter coordinators and available Past Presidents.
Section 2 – Duties
The Executive Board shall vote upon membership applications,
recommend the acceptance of the budget, vote to spend money
not authorized in the budget, approve all fund-raising projects,
and plan further the work of the club.
Section 3 – Executive Committee
The Executive Committee shall consist of all elected officers
and shall take action in emergency situations. Action taken
shall be reported to the Executive Board.
ARTICLE V – DISSOLUTION OF CLUB FUNDS
In the event of the dissolution of the Women’s Club of Madison, Inc., its
assets shall be distributed to another organization or organizations
qualified under Section 501(c) 3 of the Internal Revenue Code.
No assets may be distributed to individual members.
ARTICLE VI – PARLIAMENTARY AUTHORITY
“Robert’s Rules of Order, Newly Revised” shall govern the club in all
cases where they do not conflict with the Constitution and Bylaws.
ARTICLE VIII – QUORUM
Section 1 – Executive Board Meetings
A. One-third of the total board membership shall constitute a
Section 2 – General Meetings
A. One-fourth of the active membership shall constitute a
1. Executive Board Meetings
A. The Executive Board is authorized to expend a maximum of
$75.00 without membership approval per request.
2. General Meetings
A. Shall be held the second Tuesday of the month, September
through June. They may be changed by the Executive
B. The April general meeting shall be the Annual Meeting, at
which time election of officers shall take place.
C. Installation of officers shall take place at the June dinner of
an election year.
A. Time of payment – Bills for dues shall be sent prior to
April 1 and shall be payable by May 1. Members in arrears on
June 30 of the current year shall be dropped from membership.
Reinstatement procedure: Payment of annual dues and a
reinstatement fee of $5.00 must be paid.
1. An active member shall pay full annual dues.
2. A new member accepted after January 31 shall pay half
the annual dues.
3. A senior active member shall pay full annual dues.
4. An honorary member shall not be required to pay annual
5. Past presidents shall pay annual dues.
6. A transferee shall not pay current dues if she is a member
in good standing of her former Federated Club.
C. The fiscal year shall be from July 1 to June 30.
A. Disbursements shall be made by check and signed by the
Treasurer or, in her absence, by the Assistant Treasurer.
B. Complimentary annual dinner expenses shall be paid for the
outgoing and incoming Presidents and the Installing Officer.
A. Department Chairpersons
1. Eligibility – Ideally they shall be active members for at
least one year.
2. Duties – They shall coordinate committee meetings and
guide work appropriate to their departments. They shall
attend Executive Board Meetings, submit budgets, and
propose projects to the Executive Board for approval and
submit written reports in December and May. Each
chairperson shall deliver her records to her successor
3. Each department chairperson shall be appointed yearly
by the President.
B. Departments are formed and discontinued by the President
yearly with the Executive Committee’s approval.
1. Budget – Shall prepare a workable balanced budget and
present it to the Executive Board for approval, and then to
the general membership before the October meeting. At the
first Budget Meeting of newly-elected officers, members
shall be the Vice President (chairperson), President,
Treasurer, immediate Past President and Assistant Treasurer
with the Past Treasurer advising. The following year
members shall be the Vice President (Chairperson),
President, Treasurer, and Assistant Treasurer.
2. Communications – Shall promote club activities through
appropriate media and keep records of all publicity; i.e,
yearbook, newsletter, pressbook, publicity, historian and
3. Community Improvement Project (C.I.P.) – Shall be
responsible for choosing a two-year project subject to
General Membership approval and coordinating supporting
activities. All members serve on this committee.
4. Conservation and Gardening – Shall promote through
education and participation and interest in gardening, the
preservation of our natural resources; i.e., historical
preservation and environmental action.
5. Education – Shall promote and support primary and
higher education; i.e., annual scholarships and awards,
Declamation Contest, Phipps Scholarship. HOBY Award
and Book Review Group.
6. Homelife – Shall promote interest and offer informational
classes; i.e., CPR, Community Baskets, Babysitting
Seminar, Consumerism, and Health.
7. Hospitality – Shall coordinate hostesses and plan
refreshments and decorations for general meetings, Guest
Night, and the annual dinner. Each active club member shall
assist and provide refreshments for one general meeting.
8. International Affairs – Shall promote club activities and
educational opportunities in their field; i.e., student
exchange programs, sister federations.
9. Membership – Shall recruit, present, and install new
members, record attendance and maintain an accurate
10. Parliamentarian – Ideally she shall be the immediate
Past President. She shall be chairman of the Nominating
Committee and the Bylaws Committee.
11. Public Affairs – Shall promote individual and club
responsibility and action within the community; i.e., Civic
Projects, Citizenship, Santa’s Letters, Veterans, and events
of public interest.
12. Scholarship Trust – Shall oversee the accounting,
investment and disbursement of all scholarship monies.
13. The Arts – Shall promote interest, educational
opportunities, recognition, and competition in the field; i.e,
Arts and Crafts Night, workshops, art contests, Pennies for
Art, music awards and gourmet.
14. Ways and Means – Shall coordinate club fund-raising
activities. All members shall serve on this committee.