The name of this organization shall be the Poway Woman's Club.
ARTICLE II - Object
The object of this Club shall be to provide a means of self education, to serve our community and our country, and to encourage all members to participate in the programs and activities of all levels of the Federation.
ARTICLE III - Membership
Section I: Any individual 18 years of age or older may become a member upon payment of Club dues.
Section II: A supporting membership is available to members who support the activities of the Poway Woman's Club and pay the dues required of this category.
a. Honorary membership with no voting privileges may be granted upon recommendation from the Executive Board, to be reviewed yearly.
b. Upon recommendation from the Executive Board, a member may receive an honorary membership for one year with all the privileges of membership.
a, Membership DUES are payable at the March meeting. Those members who have not paid by the April meeting shall be contacted by the Membership Chairman.
b. Any member who has dropped their membership may be reinstated upon payment of current dues for that year.
ARTICLE IV - Officers
Section I: The officers of this Club shall be the President, two Vice-Presidents, Secretary, Treasurer, Historian and Parliamentarian. These shall be elected, with the exception of the Historian and Parliamentarian who are appointed by the President.
Section II: NOMINATIONS for elected officers shall be made by a committee of three (3) and not to exceed five (5) selected at the general February meeting. A report on the slate of officers shall be made at the April meeting. Election shall be at the April meeting when nominations from the floor may also be made, with the consent of one nominated.
Section III: If but one nominee for an office, the vote may be by voice. If more than one, a ballot vote shall be ordered. No person may hold more than one office at one time.
Section IV: The TERM OF OFFICE shall be two years.
Section V: In the event of resignation or death of the President, the First Vice President shall assume the office. The Executive Board will then fill the vacancy of First Vice President. If the First Vice President refuses the office, there shall be an election at the next general meeting, with nominations to be made from the floor (with the consent of the nominee). Following the election, the new President will take office immediately. The First Vice President is acting President until such election. A newsletter shall be sent to each member, advising of this procedure.
ARTICLE V - Duties of Officers
Section I: The Club Officers shall perform the duties prescribed by the Club's adopted authority and these bylaws and standing rules.
Section II: These officers shall assume office immediately following the June installation meeting.
a. The PRESIDENT shall preside at all meetings of the Club and of the Executive Board.
(1) She shall appoint a Historian, a Parliamentarian, and all standing committee chairmen, with the exception of the nominating committee. All appointments must be ratified by the Executive Board.
(2) She shall be an ex-officio member of all committees except the nominating committee.
(3) She or her alternate shall be expected to attend all District functions and attend the State Convention if possible.
b. The FIRST VICE PRESIDENT shall preside in the absence of the President. As DEAN OF CHAIRMAN she shall confer with Club chairmen regarding their duties and plans. She shall be Chairman of the PROGRAM COMMITTEE and shall plan programs for presentation at regular meetings of the Club. These plans are to be presented to the Executive Board for approval.
c. The SECOND VICE PRESIDENT shall be MEMBERSHIP CHAIRMAN.
(1) She shall be in charge of member name tags and guest book.
(2) She shall record attendance of members at regular meetings and make contact with those members who have two consecutive absences.
(3) She shall make available Club info/application forms at all meetings and events.
d. The SECRETARY shall keep a correct record of all meetings of the Club and of the Executive Board. She shall read the recommendations of the Executive Board at regular meeting of the Club. She shall maintain the correspondence of the Club for the fiscal year. Correspondence shall be open to Club members at all times.
e. The TREASURER shall hold and pay Club monies, subject to the orders of the Club or Executive Board. A properly authorized receipt must be shown for every disbursement.
(1) She shall keep a correct account in detail of all monies received and expended and shall give a brief report at regular meetings.
(2) She shall prepare her books for audit in time for the report to be given at the June meeting, and shall deliver to her successor, at that time, all monies, vouchers, books and papers pertaining to the treasury of this Club.
(3) The signature of the President, Treasurer or Secretary shall be required on all Club checks.
(4) She shall pay bills if already approved by the Executive Board or by the membership.
(5) The President shall be given prior notification regarding the issuance of checks in an amount over $150.
f. The PARLIAMENTARIAN shall be prepared to give information on points of procedure. She shall be CHAIRMAN OF THE BYLAWS COMMITTEE.
ARTICLE VI - Executive Board
Section I: The OFFICERS of this Club, the Immediate Past President, the Chairman of Amenities and the Chairman of Public Relations shall constitute the Executive Board.
a. Department, program and special appointment chairmen who attend Board meetings shall have the privileges of voting Board members.
b. An Executive Committee shall be composed of the elected officers and the Parliamentarian.
Section II: This Board is empowered to transact routine business between regular Club meetings, to act in emergencies not otherwise provided for in the bylaws or standing rules, and make their recommendations to the Club for action.
a. It shall fill vacancies in elective offices.
b. The Executive Board is subject to orders of the Club. The meetings of this group shall be closed.
Section III: This Executive Board shall meet monthly, August through May, unless otherwise ordered by the Executive Board, and at the call of the President. Any member absent from three (3) consecutive Board meetings, unless excused by the Club President, shall forfeit her membership on the Board. Her place shall be filled by the Board.
ARTICLE VII - Meetings
Section I: The general meetings of the Club shall be held on the second Tuesday of each month, September through June.
Section II: The regular meetings of the Executive Board shall be established by the Executive Board at the beginning of each administration. They shall meet each month, August through May.
Section III: Special meetings of both the membership and the Executive Board may be called by the President or by the President at the request of five (5) Club members.
Section IV: Twenty-five per cent of the membership constitutes a quorum for transaction of business at a general meeting, and four members are a quorum for the Executive Board meetings to conduct Board business.
Section V: The annual April meeting shall be for the purpose of receiving reports and electing officers.
Section VI: The meeting day for any type of meeting may be changed by two-thirds (2/3) vote of the Executive Board.
ARTICLE VIII - Committees
Section I: Chairmen of the following standing committees shall report to the Executive Board.
a. The BUDGET COMMITTEE consisting of the Treasurer and the President (and newly elected replacement officers as it may apply) shall meet prior to the June meeting to prepare an estimated budget for the fiscal year. This shall be voted on at the June meeting.
b. The BYLAWS COMMITTEE consisting of at least three (3) volunteers shall be headed by the Parliamentariam. They shall review the bylaws and standing rules each term.
c. The AMENITIES CHAIRMAN shall have responsibility for preparing and clearing the room for regular meetings.
(1) Tables and chairs shall be placed and the refreshment table is to be prepared with cover, hot water, napkins, condiments and flatware.
(2) She shall make purchases of supplies as needed.
(3) She shall call the hostesses one week prior to the meeting to remind them of their scheduled task.
d. A financial review of the Treasurer's accouts by one or more persons shall be commissioned by the President at the May Executive Board meeting. The report will be presented at the regular June meeting.
e. The NEWSLETTER CHAIRMAN shall publish a letter of Club information concerning matters to be acted upon as well as action taken and of such importance as to need general membership knowledge. This shall reach all members before the regular meeting.
f . The PUBLICITY CHAIRMAN shall be responsible for community outreach and for submitting to the news media, as early as possible, information on Club activities upcoming and accomplished. Every effort should be made to include appropriate photographs.
g. The YEARBOOK AND PRINTING COMMITTEE shall have charge of compiling, editing and printing the Club yearbook.
Section II: Department Chairmen shall report to the Club through the Dean of Chairmen.
ARTICLE IX - Delegates
Voting representation to the Palomar District Federation meetings shall be one delegate or alternate for each twenty-five (25) members or major fraction thereof. These delegates shall be nominated and elected from the floor at the June meeting. Alternate(s) will be selected by the Executive Board. The Club delegate shall be a member who is not already entitled to a vote at District meetings.
ARTICLE X - Parliamentary Authority
The rules contained in the current edition of "Robert's Rules of Order Newly Revised" shall govern the Club in all cases to which they are applicable and are not inconsistent with these bylaws and any special rules of order the Club may adopt.
ARTICLE XI - Amendments
These bylaws can be amended at any general meeting provided the amendment, in writing, has been given to and cleared by the bylaws committee, the Executive Board and notice given in the Newsletter.
ARTICLE XII - Fiscal Year
The fiscal year shall be June 1 to May 31.
ARTICLE XIII - Dissolution
Being a non-profit organization, and in order to comply with the Internal Revenue Code, in the event this organization is dissolved, all net profits will be turned over to charitable organization(s) as agreed upon by the majority vote of the membership at the time of dissolution. Such assets shall be those remaining after all debts and obligations are paid.
Rule I - Meeting Time
The general meeting of the Club shall begin at 10:00 a.m. unless otherwise ordered by the Executive Board. Hostesses shall arrive by 9:15 a.m. to set-up the refreshment table and to assist in preparing the room.
Rule II - Printing of Bylaws and Standing Rules
The bylaws and standing rules shall be printed annually in the yearbook.
Rule III - Spending
The Executive Board is authorized to spend up to $50.00 at its discretion.
Any member or chairman assuming the responsibility of expenses without prior approval of the President or Executive Board shall be personally liable for the payment.
Rule IV - Public Stand
The Club shall not take a public stand on any issues unless approved by two-thirds (2/3) of the membership or endorsed by the Federation.
Rule V - Nomination Notice
The NEWSLETTER CHAIRMAN shall print the report of the Nominating Committee before the April general meeting.
Rule VI - Convention Expenses
Convention expenses (State and District) for President and delegate (or alternate) shall be paid, funds permitting. The incoming President's expenses shall also be paid, if funds are sufficient.
Rule VII - June Installation
Expenses incurred for June installation shall be paid by the Club, including lunch for the installing officer.
Rule VIII - Mail
The Club will maintain Post Office Box #1356, Poway 92074 at all times.
Rule IX - Abraxas Scholarship
A continuing education scholarship award shall be given by the Club at Abraxas High School each year.
Rule X - Raising Money
If there is not enough money in the treasury to pay all of the Club's expenses, money must be raised by the members.
Rule XI - Dues
Annual dues shall be: Active $35.00 (may be paid in two installments of $17.50 each, due March 1st and December 1st); Supporting $45.00.
Those joining after January 1st will pay one-half of the annual amount.
Rule XII - Reward
The Club will pay up to $10 toward the cost of the June luncheon for members who have assisted at all of the following activities: 4th of July, Teddy Bear Tea, Christmas in the Park and the Friendship Tea, attended one Palomar District or CFWC function and attended all of the meetings for the year. (Absences may be excused for good reason and with prior notification.)
Rule XIII - Time Limit
Department Chairmen presentations shall be limited to (3) minutes. Requests for more time must be made prior to the meeting.