HOME > Civic Groups > Improvement Club > Bylaws & Policies
Improvement Club
Bylaws & Guidelines
revised October, 2013
ANNANDALE IMPROVEMENT CLUB BYLAWS
October 3, 2013
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 and thereto for the benefit of the
Annandale area in general. Primary
priority shall be given to beautification of the city and support of the library
along with the welfare of and educational opportunities for our community.
ARTICLE III
DESCRIPTION
Section 1 -
The Annandale Improvement Club is a not for profit corporation and is
incorporated in the State of Minnesota.
Section 2
– The mailing address is P.O. Box 207, 30 Cedar St. E., Annandale, MN
55302.
ARTICLE IV
MEMBERSHIP
Section 1
– Anyone interested in the purpose of this club may become a member upon paying
dues the amount of which is determined at the Annual Meeting.
Section 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 [notwithstanding
Article V, Section 5].
ARTICLE V
EXECUTIVE BOARD
Section 1
– The Executive Board (also referred to as the Board) is made up of the Officers
of this club.
Section 2
– Board members are responsible to read and understand the Bylaws of this
organization.
Section 3
– The Board will present an annual budget to the club.
Section 4
– The Board shall hold at least two meetings per year.
Meetings shall be at such dates, times, and places the Board shall
determine.
Section 5
– Board members, with a majority vote, have the authority to approve
expenditures up to $200 and such expenditures will be reported to the
membership.
ARTICLE VI
OFFICERS
Section 1
– The Officers of this club shall consist of the President, Vice President,
Secretary, and Treasurer. Officers
shall 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
– Duties of Officers
a.
The President shall prepare
and preside at all meetings of the organization, including Board meetings, shall
perform all duties pertaining to this office, and shall serve as ex-officio
member of all committees.
b.
The Vice President shall
preside at all meetings of the organization, including Board meetings, in the
absence of the President.
c.
The Secretary shall record
and maintain minutes of all meetings of the organization.
She shall handle correspondence and submit written monthly minutes to the
President.
d.
The Treasurer shall
maintain the financial records of the organization.
She shall annually prepare for and schedule an audit.
Section 3
– Officers shall be elected at the Annual Meeting.
A Nominating Committee of three shall be appointed by the President at
the previous meeting. The Nominating
Committee shall present at least one candidate for each office, having
previously obtained the candidate’s consent.
The President shall ask for additional nominations from the floor.
If there are two candidates for an office and/or additional nominations,
the President shall appoint three election judges and the candidate with
majority vote by written ballot shall be declared elected.
Section 4
– Newly elected Officers shall assume their respective duties at the close of
the Annual Meeting.
Section 5
–Vacancies in an office shall be filled by appointment.
ARTICLE VII
CONFLICT OF INTEREST
Each member of the Board
shall disclose to other members of the Board any duality of interest or conflict
of interest and make such a matter of record when the interest becomes a matter
of Board action. Any Board member
having a possible duality or conflict of interest on any matter shall not vote
or use her personal influence on the matter, and shall not be counted in
determining the quorum of the meeting.
The minutes of the meeting shall reflect that the disclosure was made.
ARTICLE VIII
MEETINGS
Section 1
– The Annual Meeting of this club shall be held on the first Thursday of May.
Section 2
– The regular meeting[s] of this club shall be held on the first Thursday of the
month. Exceptions can be addressed
by the Board.
Section 3
– A special meeting may be called by the President with the approval of the
Board or by petition of one fourth of the membership, notice having been given
to all members.
ARTICLE IX
COMMITTEES
Section 1
– The Standing Committees shall be:
Beautification, Fundraising, Library, Program, Honorary Membership, and
Membership Directory.
a.
The Beautification Committee shall
enhance green space in Annandale.
b.
The Fundraising Committee shall raise
funds to promote the purpose of the club.
c.
The Library Committee shall facilitate
the club’s support of the Annandale Library.
d.
The Program Committee shall organize the
speakers, programs, and special events for the monthly meetings.
e.
The Honorary Membership Committee shall
determine eligibility of potential Honorary Members.
f.
The Membership Directory Committee shall
be responsible for distributing and editing the Membership Directory.
Section 2
–Standing Committee Chairs shall present project plans to the Board for
inclusion in the Annual Budget
Section 3
– A short term committee may be appointed by the Board for a specific purpose.
ARTICLE X
FISCAL YEAR
The fiscal year shall be
from April 1st through March 31st
ARTICLE XI
FINANCES
Section 1
– An Annual Budget shall be prepared by the newly elected Board after the Annual
Meeting and presented for
approval on or before the August meeting.
Standing Committee Chairs shall be contacted for submissions to the
Budget.
Section 2
– Dues are collected annually.
Members shall be deemed in arrears if not paid by September 30th.
Section 3
– At the Annual Meeting the President shall appoint
two members to audit the books of the Treasurer and give a report at the June
meeting.
Section 4 –
Emergency funds of $500 shall be kept in reserve by
the Treasurer.
Section 5
– Financial donations shall be limited to the scope of our purpose and exclude
monetary support of unrelated non-profit organizations.
ARTICLE XII
QUORUM
At any meeting, one fourth
of the dues paying membership shall constitute a quorum.
ARTICLE XIII
PARLIAMENTARY AUTHORITY
The rules contained in the
current edition of Roberts Rules of Order shall govern the Club.
ARTICLE XIV
AMENDMENTS TO BYLAWS
Section 1 –
The whole of these 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 previous regular meeting.
Section 2 –
The Bylaws shall be reviewed annually by a
committee appointed by the President at the Annual Meeting.
ARTICLE XV
AMENDMENTS TO THE ARTICLES OF INCORPORATION
The Articles of
Incorporation may be amended with the authorization of two-thirds vote of th
quorum with due notice of intended change having been given at the previous
regular meeting.
##################################################
Annandale Improvement Club
Guidelines
approved January, 2014
These guidelines are in
place to ease the transition of officers and to help members understand and be
aware of procedures practiced. The
guidelines may be changed with a majority vote.
MEMBERSHIP
Ø
The annual dues for members
of this club shall be $25.00 with the exception of Honorary Members who are
exempt from dues. A member will be
deemed in arrears if not paid by September 30th.
A member found in arrears the second year will be notified by the
Secretary and, if no response is received, will be removed from the membership
roll.
Ø
Members are responsible to
inform the Secretary of meeting or event attendance and once a commitment is
made, payment of all associated fees is required.
OFFICER DUTIES
President
Ø
Become acquainted with
proper parliamentary procedures and conduct the business meeting accordingly.
Ø
Update any
corrections/additions to the Bylaws and Guidelines from the past year and
maintain past versions of these documents.
Ø
Submit Form 990-N yearly in
April to the IRS to renew non-profit status.
Ø
Communicate with monthly
hostesses regarding meeting responsibilities.
Vice President
Ø
Chair the Program
Committee.
Ø
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
Ø
Prepare a report for the
Annual Meeting which includes the activities of the club for the past year and
list the monthly voluntary donations made by members.
Ø
Maintain the Yahoo email
account, send out meeting notices, and communicate with the hostesses concerning
meal reservations, caterer and venue.
Ø
Purchase a book for the
Annandale Area Library in memory of a deceased member.
Ø
Provide nametag materials
for the monthly meetings.
Ø
Send a reminder notice to
members with financial obligations.
Treasurer
Ø
Collect all monies
including dues, meal costs, fundraising, and other projects; deposit the funds
in the club bank account.
Ø
Disburse club funds upon
authorization.
Ø
Report on the financial
condition of the club at regular meetings and provide the Secretary with a
written report.
Ø
Prepare and present the
annual financial report at the Annual Meeting.
Ø
Update and maintain the
membership roster.
Ø
Report new members to the
Membership Directory Committee and Board monthly.
Ø
Inform the Secretary of
member’s financial obligations that are in arrears.
STANDING COMMITTEES
Ø
Submit a motion to the club
to cover any additional funds or other support the Committee may need beyond the
budgeted amount.
Ø
Plan the design of the
round concrete planters and other garden spots in the city.
Ø
Invite interested community
members to be on the committee and volunteer their time.
Ø
Order seasonal decorations
for the beautification of downtown.
Fundraising Committee
Ø
Solicit ideas for
fundraising projects from the membership and present fundraising opportunities
and projects to the membership.
Ø
Inform members of
fundraising progress.
Ø
Prepare a report to the
President upon completion of a fundraiser project.
Library Committee
Ø
Communicate with the
Annandale Area Public Library, the Annandale Friends of the Library, and the
Annandale Library Board; report on their needs and events.
Ø
Submit a motion to the club
for any funds beyond the budgeted amount, or for other support the Library and
Friends of the Library may need.
Program Committee
Ø
Chaired by the Vice
President.
Ø
Meet after the Annual
Meeting to plan programs and venues for monthly meetings for the upcoming year,
assign the monthly hostesses, and determine the charitable organization for a
voluntary donation from members.
Ø
Submit the program list to
the Board for approval and report to the membership.
Ø
Prepare and distribute the
program brochure to members.
Ø
Place a notice in the
Annandale Advocate stating the time and location of the monthly meeting and
describing the program highlights.
Ø
Confirm the program with
the presenter a month before the meeting or event.
Ø
Send thank you note to the
speaker.
Membership Directory
Committee
Ø
Provide each member with a
Membership Directory containing member information and photo, and a copy of the
Annandale Improvement Club Bylaws and Guidelines.
Ø
Provide pages to update
each member’s directory in the fall.
Honorary Membership
Committee
Committee is chaired by the
Vice President.
Criteria for Honorary
Membership in the Annandale Improvement Club
Ø
40 years of membership,
upon request of a member.
Ø
80 years of age or older,
with 15 years of membership, upon request of a member.
Ø
20 years of membership with
health issues, upon request of member or suggestion of another member
Selection Process
Ø
Committee will review the
roster and contact eligible members.
Ø
Honorary Members will be
recognized at the Annual Meeting.
Ø
The Vice President shall
keep a running list of members and submit the entire list to the Program
Committee at the Annual Meeting.
MONTHLY HOSTESSES RESPONSIBILITIES
Ø
Call members not notified
by email with meeting details and record meal reservations.
Ø
Communicate with the
Secretary concerning meal reservations, caterer and venue.
Ø
Check members in at the
membership meeting.
Ø
Submit the confirmed
attendance and check-in lists to the Treasurer.
COMMITTEES, SPECIAL EVENTS, ETC
Ø
Whenever possible all purchases needed for projects or special events should be
purchased within the Annandale area.
Ø
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.
Ø
The expense of fieldtrips and special events shall be the responsibility of
those attending.