Constitution

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

Revenue Code.

BYLAWS

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

from dues.

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

President.

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

Treasurer.

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

annual dues.

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

quorum.

Section 2 – General Meetings

A. One-fourth of the active membership shall constitute a

quorum.

STANDING RULES

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

Committee.

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.

3. Dues

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.

B. Categories

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

dues.

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.

4. Finances

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.

5. Departments

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

promptly.

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

telephone.

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

membership list.

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.

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