Walnut Valley Women's Club Bylaws

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This organization shall be known as the Walnut Valley Women's Club, which fosters club membership and emphasizes community service. The colors shall be Blue and Gold.

Section 1: The object of this club is to cooperate with the District, State, and General Federation of Women’s Clubs, to promote literacy and community service among its members, and to develop members’ interest in civic affairs, social progress, and economic conditions within the community. This club, known as the Walnut Valley Women's Club, shall be non-partisan and non-sectarian, ensuring an inclusive environment for all club membership. 

Section 2: This shall be a non-profit organization.

Section 1: All individuals, whether female or male, who are interested in the aims and objectives of the Walnut Valley Women's Club shall be eligible for club membership. 

Section 2: To apply for club membership, individuals must include payment of yearly dues. 

Section 3: New members may join the Walnut Valley Women's Club at any time and will be required to pay pro-rated dues. 

Section 4: After a thorough hearing, the Executive Board shall have the authority to recommend to the general membership the suspension or cancellation of any member whose conduct may jeopardize the welfare, interest, or character of the club. 

Section 5: No individual seeking club membership may attend as a non-paying guest of the Walnut Valley Women's Club more than twice during a year without the approval of the Board.

Dues for the Walnut Valley Women's Club may be changed by a vote of two-thirds (2/3) of the members present at any General Meeting and then updated accordingly in the Standing Rules, ensuring that our club membership remains aligned with our community service initiatives.

Section 1: General Meetings for the Walnut Valley Women's Club shall be held on the third Monday of each month unless otherwise designated by the Executive Board.

    A. A quorum for conducting club business at a General Meeting will require one-half (1/2) of the members in good standing, reflecting our commitment to active club membership.

    B. A record of meeting attendance will be maintained at each General Meeting and Executive Board Meeting, with these records included in the respective minutes to support our ongoing community service efforts.

Section 1: The elected officers of the Walnut Valley Women's Club shall include the President, First Vice-President, Second Vice-President, Third Vice-President, Recording Secretary, Corresponding Secretary, and Treasurer. Together, these duly elected officers and the Parliamentarian form the Executive Board. Each officer's term will last for two consecutive years, and no officer may hold the same position for more than two consecutive terms without prior approval from the Executive Board and the General Membership. All officers are required to attend Board Meetings and must inform the Board in advance regarding any absence from these meetings.

Section 2: Any member seeking the role of President or First Vice-President must hold club membership for at least two years. For those aspiring to other positions on the Executive Board, a minimum of one year of club membership is required. Exceptions to these membership duration requirements must receive approval from the General Membership.

Section 1: The President shall preside at all meetings of the Walnut Valley Women's Club and the Executive Board. She/he is an ex-officio member of all committees, except the Nominating Committee. She/he shall appoint a Parliamentarian, a CIP, and a Webmaster. The President shall sign checks with the Treasurer or Recording Secretary. She/he can appoint special committee chairpersons who will function until the purpose for which they were appointed is fulfilled or until the end of the Club fiscal year, whichever comes sooner. The President shall perform all other duties pertaining to her/his office, including overseeing club membership affairs.

Section 2: The 1st Vice President shall be Dean of Chairpersons and is responsible for selecting the Department Chairpersons. She/he shall assume the duties of the President in the absence of the President.

Section 3: The 2nd Vice President shall be the Fundraising (Ways and Means) Chairperson, having overall responsibility for fundraisers, which contribute to the club membership and financial health of the community service initiatives.

Section 4: The 3rd Vice President shall be the Membership Chairperson, tasked with organizing one membership event each year. This role also involves inducting new members and ordering Membership, President, and Past President’s pins. The 3rd Vice President shall disseminate new member contact information to the general membership, fostering connections within the Walnut Valley Women's Club.

Section 5: The Recording Secretary shall keep an accurate record of all activities of the Club, storing the minutes with the treasurer’s reports attached, and shall perform other pertinent duties. She/he shall be eligible to sign checks with the Treasurer or the President.

Section 6: The Corresponding Secretary shall manage all outgoing and incoming correspondence of the Club and Executive Board. She/he shall pick up mail weekly and distribute it accordingly. All official correspondence must be approved by the President. A list of incoming and outgoing correspondence shall be provided to the Recording Secretary and attached to the minutes. In the absence of the Recording Secretary, the Corresponding Secretary shall perform her/his duties.

Section 7: The Treasurer shall be the custodian of all Club funds. She/he shall maintain accurate accounts of all receipts and expenditures and present a report at General and Executive Board Meetings, with copies distributed to the President and Recording Secretary monthly. She/he, together with the President or Recording Secretary, is authorized to sign all checks, send out payment notices for dues, and issue delinquent notices as required. The Treasurer shall also maintain the original Club Information Forms and serve as Chairperson of the Budget Committee. Furthermore, the Treasurer shall report the financial status of the Club when bank notifications are received, prepare monthly bank reconciliation reports attached to the Treasurer’s report, and ensure that all finance documents are available for audit by the Executive Committee within one week of any term-ending events.

Section 8: The Parliamentarian shall advise the President and the organization on points of Parliamentary Law, serving as Chairperson of the By-Laws Committee and maintaining a complete record of By-Laws and Standing Rules. She/he is not a voting member of the Executive Board and will attend all Board Meetings as an impartial arbiter.

Section 9: A committee of three members shall audit the Treasurer’s books annually and at other times as required by the Executive Board. The Treasurer shall be present at these audits but not serve as a committee member. The committee shall present a written report to the Treasurer before the first club meeting of the year.

Section 10: Each Board position shall have one vote regardless of the member’s holding more than one position, ensuring fair representation and engagement within the Walnut Valley Women's Club.

Section 1: The Executive Board of the Walnut Valley Women's Club shall consist of all elected officers and the appointed Parliamentarian.

Section 2: The Executive Board shall conduct all business relevant to the community service initiatives of the club membership during the General Meetings.

Section 3: The Executive Board shall elect an officer to fill any vacancy other than that of the President.

Section 4: The Executive Board shall not approve the expenditure of funds for gifts or donations exceeding $50.00 unless this is approved by the club membership.

Section 5: Neither the Executive Board nor the Treasurer shall approve or transfer funds in excess of $50.00 unless itemized in the Budget and approved by the general membership of the Walnut Valley Women's Club.

Section 6: Each Executive Board Member shall maintain a record of her/his term in office and pass it on to her/his successor to ensure continuity in community service efforts.

Section 7: Four (4) members of the Executive Board shall constitute a Quorum for the transaction of business related to the club membership.

Section 8: When an officer or chairperson fails to attend three (3) consecutive Board meetings without adequate cause, the Executive Board may declare the position vacant.

Section 9: If it becomes necessary to fill a presidential vacancy, the Executive Board shall recommend a replacement to be approved by the General membership.

Section 1: The Budget Committee shall include the incoming and outgoing Treasurer, the incoming and outgoing President, and the incoming and outgoing 2nd Vice President of Fundraising/Ways and Means, all of whom are essential to the effective management of our club membership within the Walnut Valley Women's Club.

Section 2.: The By-laws Committee shall consist of the Parliamentarian and two to four Club members appointed by the Parliamentarian, who shall serve as the Chairperson of the committee. This committee will meet during January at the end of each two-year term to discuss community service initiatives. A report shall be submitted to the General Membership at the February General Meeting. Should revisions or amendments be needed, they should be voted on at a General Meeting.

Section 1: The Nominating Committee for the Walnut Valley Women's Club shall consist of up to five (5) members: one (1) elected from and by the Executive Board, with the others chosen from and by the general membership; at least two (2) shall have been club members for at least two years. This committee shall be elected at the General Meeting in January. The committee shall elect its own Chairperson.

Section 2: A member shall be offered a position on the slate after discussion by the entire committee at their first meeting. The committee shall meet a second time if any positions remain open.

Section 3: Any office may be shared by two individuals. If an office is shared, only one needs to meet the minimum length of club membership requirements.

Section 4: The Chairperson of the Nominating Committee shall announce the slate of candidates to the Club at the General Meeting in February. As nominees for each office are read, additional nominations may be presented from the floor, providing the consent of the nominee has been secured in advance.

Section 5: The election of the officers shall be held at the General Meeting in March. Nominations may be presented from the floor at this meeting, provided the consent of the nominee has been secured. After the nominations have been closed, the election shall be held. Election shall be by ballot except in the case of a single candidate for office when the vote may be taken 'viva voce' (by voice vote). The newly elected officers will be installed at the General Meeting in April and will take office on May 1, continuing the Club's commitment to community service.

For accounting purposes related to club membership expenditures, members must submit reimbursement form(s) within 30 days, along with all supporting receipts for any and all expenses incurred during community service activities.

ARTICLE XII– Amendments

The By-Laws may be amended at any General Meeting of the Walnut Valley Women's Club by a two-thirds (2/3) vote of those in attendance, provided that there is a quorum. Notice of said amendments will be published in the Newsletter and via email prior to the voting at the General Meeting.

ARTICLE XIII– Charter

Charter memberships were closed at the June 15, 1964 meeting and cannot be reopened.

ARTICLE XIV – Rules of Order

Robert’s Rules of Order, Newly Revised, shall govern this organization.

ARTICLE XV – Dissolution Clause

To comply with the Internal Revenue Service, if the Walnut Valley Women's Club is dissolved, any monies in the Treasury will be donated to any other non-profit charitable organization in Walnut with the same tax status.

ARTICLE XVI – Privacy & Security

Section 1: The Club Yearbook, Newsletter, and website, or any part thereof, shall not be used for any purpose other than club business without prior approval of the Executive Board.

Section 2: All emails to all or part of the club membership shall use BCC.

Section 3: Any member not wishing to have their address, phone number(s), or e-mail address printed in the Club Yearbook shall notify the Editor in writing by June 1 of each year.

Section 4: The President and Webmaster shall hold the passwords for the Club website.

Section 5: The President and Treasurer shall hold the password for the Club email address.

ARTICLE XVII – Voting

Section 1: The Executive Board may choose to allow voting for officers and/or By-Laws or any other important issues to be conducted or participated in by email directly to the President.

Section 2: The Executive Board may also choose to allow written Proxy votes to be cast by another member in attendance at a General Meeting. Proxy votes should be verified by the Parliamentarian.

Section 3: For the purpose of determining a majority or 2/3 vote, any allowed email or Proxy votes shall be counted as part of the total possible votes.

ARTICLE XVII – Website

Section 1: The Club website shall be maintained by a webmaster appointed by the Club President.

Section 2: The website address shall be published in the Club Yearbook. It should also be included as part of the monthly General Meeting minutes and as part of any official email communication from the President to the General Membership.