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HOME > Civic Groups > Improvement Club > Bylaws & Policies
Improvement Club
Bylaws & Policies
revised March, 2009
BYLAWS
Revised March 2009
ARTICLE I
NAME
This association shall be
known as THE ANNANDALE IMPROVEMENT CLUB.
ARTICLE II
PURPOSE
The purpose of this club
shall be the improvement of the city in general with a primary priority given to
support of the library, followed by physical beautification of the city.
It is also our desire to enrich the lives of our members through
programming and tour opportunities.
ARTICLE III
MEMBERSHIP
Section
1 Anyone interested in the purpose
of this club may become a member upon paying dues.
Section
2 Those meeting the guidelines for
Honorary Membership will be recognized at the annual meeting.
(See policies for Honorary Membership criteria.)
ARTICLE IV
OFFICERS
Section
1 The officers make up the
Executive Board
of this club and shall be: president,
vice-president, secretary and treasurer. Officers
will be elected for a one-year term. They
may be re-elected, but may not hold the same office for more than two successive
years. Two club members may share an
office as co-officers.
Section
2 Officers will be elected at the
annual meeting. A nominating
committee of three will be appointed by the president at the previous meeting.
The nominating committee will present a candidate for each office, having
previously obtained the candidates consent.
The president will ask for additional nominations from the floor; if none
are presented the proposed slate will be unanimously elected.
If there are more nominations, the candidate with majority vote will be
declared elected.
Section
3 Newly elected officers shall
assume their respective duties at the close of the annual meeting.
Section
4 Vacancies in office shall be
filled by election at the next meeting.
ARTICLE V
MEETINGS
Section
1 The annual meeting of this club
shall be held on the first Thursday of May.
Section
2 The regular meeting of this club
shall be held on the first Thursday of the month.
Exceptions can be addressed by the Executive Board.
[Meetings held all year approved by membership 10/6/05.]
Section
3 A special meeting may be called
by the president, notice having been given to all members.
ARTICLE VI
COMMITTEES
Section
1 The Standing Committees shall
be: Beautification, Fundraising,
Library and Program. [See Policies for description of Committees.]
All members to be appointed
by the president.
Section
2 A Standing Committee Chair shall
present project plans to the Executive Board for inclusion in the annual budget
(see Article VII). Once a project is
included in the budget and approved, the chair can expect support from all
members, and will submit a summary and a financial statement to the treasurer.
Section
3 After a motion has been approved
by a vote of the members for raising and/or spending money not included in the
annual budget, a committee will be appointed by the president for that specific
purpose.
Section
4 Following the annual meeting, the president-elect
shall appoint a Program Committee headed by the Vice President-elect, to submit
a list of programs for the upcoming year. The proposed programs will be
presented and reviewed by the membership in June.
Section
5 The president shall appoint a
library liaison to report monthly on library and Friends of the Library
activities.
ARTICLE VII
FINANCES
Section
1 An annual budget shall be
prepared by the newly elected Executive Board after the
annual meeting and
presented for approval at the June
meeting. Standing committee chairs
will be contacted for submissions to
the budget.
Section
2
Dues
are collected annually.
Section
3 A
member found in arrears the second year will be notified by the treasurer and,
if no response is received, will be removed from the membership roll.
Section
4
The president will appoint two members to audit the books of the treasurer
following the annual meeting and give a report at the June meeting
Section
5 Emergency
funds of $500 shall be kept in reserve by the treasurer.
Section
6 Financial donations in support
of the library and city beautification shall exclude monetary support of
programs, salaries, or donations to non-profit organizations.
ARTICLE VIII
QUORUM
At any meeting, one third of
the dues paying membership will constitute a quorum.
ARTICLE IX
PARLIAMENTARY
AUTHORITY
The rules contained in the
current edition of Roberts Rules of Order, Newly Revised (10th
Edition) shall govern the Club.
ARTICLE X
POLICIES
Section
1 Club
policies shall be reviewed annually.
Section
2 Policies
may be changed at any time by majority vote of those present.
ARTICLE XI
AMENDMENTS
TO BYLAWS
Section
1 The
whole of this Bylaws, or any portion thereof, may be amended by two-thirds vote
of the quorum with due notice of intended
change having been given at the two previous regular meetings.
Section
2 The
Bylaws shall be reviewed annually by a committee appointed by the president
after the annual meeting.
History of Bylaws revisions:
Discussion & vote on Bylaws revision at the Annual Meeting 4/5/2007.
Discussion & vote on Bylaws revision at the October 2, 2008 meeting.
Discussion & vote on Bylaws revision at the March 5, 2009 meeting.
Policies
Updated April 2009
MEMBERSHIP
1.
The annual dues for members of this
organization shall be $25.00 with the exception of honorary members who are not
required to pay dues.
2.
No officer, committee chair, or
member of this organization shall publicly state any policy, enter into any
agreement or otherwise obligate this organization except upon authority of the
general membership.
3.
Members of the Annandale Improvement
Club should, if at all possible, purchase all items needed for projects within
the city of
4.
Inform committee chair(s) of your
lunch attendance if you have not been contacted.
Once a lunch reservation is made, the member is responsible for the cost
of lunch.
5.
Upon completion of a project, the
project chair shall submit a written report to the President and submit a
detailed financial report to the Treasurer.
OFFICER DUTIES
President
Prepare and preside at all meetings
of the organization, including Executive Board meetings and perform all duties
pertaining to this office.
Serve as an ex-officio member of all
committees.
Appoint all committees and committee
chairpersons with the approval of the Executive Board.
Call special meetings of the
membership with the approval of the Executive Board or by application of 25
percent of the membership.
Become acquainted with proper
parliamentary procedures and conduct the business meeting accordingly.
Update any corrections/additions to
the bylaws and policies for the past year and maintain past versions of these
documents.
Vice President
Preside at all the meetings of the
organization, including Executive Board meetings, in the absence of the
President.
Chair the Program Committee.
Chair the Honorary Membership
Committee, maintain a list of honorary members, and submit the current list to
the program committee after the annual meeting.
Secretary
Record and maintain minutes of all
meetings of the organization.
Handle correspondence and submit
written monthly minutes to the President.
Prepare an annual report that
includes activities and donations for the past year.
The report will be presented at the annual meeting.
Maintain the Yahoo e-mail account,
send out meeting notices, and notify hostess committee of reservations.
Purchase a book for the library in
memory of a deceased current member.
Treasurer
Maintain the financial records of
the organization.
Collect all monies including dues,
meal costs, monthly donation, fundraising and other projects; deposit the funds
in bank account.
Disperse funds upon authorization.
Report on the financial condition of
the organization at regular meetings and provide the secretary with a written
report.
Prepare for and schedule the annual
audit.
Prepare and present the financial
report at the annual meeting.
Update and maintain the membership
roster.
Report new members to the Membership
Directory Committee and Executive Board monthly.
STANDING COMMITTEES
Present up to $1,000 to the city of
Submit a motion to the club to cover
any additional funds or other support the Beautification Committee may need.
Plan the design of the planting
rings and other garden spots in the city.
Invite interested community members
to be on the committee and volunteer time.
Order wreaths for downtown for the
Christmas season.
Fundraising Committee
Solicit ideas for fundraising
projects from the membership and present fundraising opportunities and projects
to the membership.
Inform members of fundraising
progress.
Report on the past years
fundraising projects and funds raised.
Library Committee
Communicate with the librarian at
the Annandale Area Public Library, the Annandale Friends of the Library, and the
Annandale Library Board, and report on their needs and events.
Submit a motion to the club
regarding any additional funds or other support the library and Friends of the
Library may need.
Program Committee
Chaired by the Vice President.
Meets after the annual meeting to
plan programs for monthly meetings for the following year.
Prepare program brochure.
Place notice in the Annandale
Advocate stating the time and location of the monthly meeting when we do not
have member-only events.
Reconfirm the program with the
presenter a month before the meeting or event.
Send thank you note to the speaker.
Monthly
Hostess Sub-Committee - Responsibilities
Coordinate the menu with the
caterer.
Call members not notified by email
and record reservations.
Confirm reservation numbers with the
caterer.
Submit the confirmed attendance and
check-in lists to the treasurer.
Collect funds for luncheon and
special events.
ADDITIONAL COMMITTEES
Honorary Membership
Committee
Committee is chaired by the
vice president.
Criteria for Honorary
Membership in the
40 years of membership, upon request
of a member.
80 years of age or older, with 15
years of membership, upon request of a member.
20 years of membership with health
issues, upon request of member or suggestion of another member
Selection Process:
Committee will review the roster and
contact eligible members.
Honorary members will be recognized
at the annual meeting.
The Vice President shall keep a
running list of members and submit the entire list to the program committee
after the annual meeting.
Membership Directory
Committee
Provide every member with a
Membership Directory that contains information about each member, their photos,
and the Improvement Club Bylaws and Policies.
Provide pages to update each
members directory in the fall.
Submit a budget to the Executive
Board after the annual meeting to be included in the annual budget proposal.