bylaws and policies

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Improvement Club
Bylaws & Policies
revised March, 2010

ANNANDALE IMPROVEMENT CLUB BYLAWS
Revised September 2010

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 candidate’s 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 with the approval of the executive board or by petition of one fourth of the membership,} notice having been given to all members.

ARTICLE VI
COMMITTEES
Section 1 – The Standing Committees shall be: Beautification, Fundraising, Library, Program, Honorary Membership, and Membership Directory. [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 expenditures not included in the annual budget, a committee will be appointed by the president for that specific purpose.
Section 4 – At the annual meeting the president 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.

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 August meeting. Standing committee chairs will be contacted for submissions to the budget.
Section 2 – The fiscal year shall be from June 1 – May 31.
Section 3 – Dues are collected annually. Members will be deemed in arrears if not paid by September 30.
Section 4 – 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.
Section 5 – At the annual meeting the president will appoint two members to audit the books of the treasurer and give a report at the June meeting
Section 6 – Emergency funds of $500 shall be kept in reserve by the treasurer.
Section 7 – Financial donations shall be limited to the scope of our purpose and exclude monetary support of unrelated non-profit organizations.

ARTICLE VIII
QUORUM
At any meeting, one fourth 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 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 two previous regular meetings.
Section 2 – The Bylaws shall be reviewed annually by a committee appointed by the president at 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.
Discussion & vote on Bylaws revision at the October 7, 2010 meeting

Annandale Improvement Club Policies
Revised September 2010

MEMBERSHIP
1. The annual dues for members of this organization shall be $25.00 with the exception of honorary members who are exempt from 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 shall, if at all possible, purchase all items needed for projects within the city of Annandale.
4. Members shall inform committee chair(s) of lunch attendance if not 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
Ø Prepare and preside at all meetings of the organization, including Executive Board meetings, and perform all duties pertaining to this office.
Ø Serve as an ex-officio member of all committees.
Ø Appoint all committees and committee chairpersons with the approval of the Executive Board.
Ø Become acquainted with proper parliamentary procedures and conduct the business meeting accordingly.
Ø Update any corrections/additions to the bylaws and policies for the past year and maintain past versions of these documents.
Ø Submit Form 990-N to the IRS to renew non-profit status.

Vice President
Ø Preside at all meetings of the organization, including Executive Board meetings, in the absence of the 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 Record and maintain minutes of all meetings of the organization.
Ø Handle correspondence and submit written monthly minutes to the President.
Ø Prepare an annual report that includes activities and donations for the past year. The report will be presented at the annual meeting.
Ø Maintain the Yahoo e-mail account, send out meeting notices, and notify hostess committee of reservations.
Ø Purchase a book for the library in memory of a deceased current member.
Ø Provide nametag materials for monthly meetings.
Ø Send a notice to members with financial obligations.

Treasurer
Ø Maintain the financial records of the organization.
Ø Collect all monies including dues, meal costs, monthly donations, fundraising, and other projects; deposit the funds in bank account.
Ø Disperse funds upon authorization.
Ø Report on the financial condition of the organization at regular meetings and provide the secretary with a written report.
Ø Prepare for and schedule the annual audit.
Ø Prepare and present the financial report at the annual meeting.
Ø Update and maintain the membership roster.
Ø Report new members to the Membership Directory Committee and Executive Board monthly.
Ø Inform the secretary of financial obligations in arrears.

STANDING COMMITTEES

Beautification Committee
Ø Submit a motion to the club to cover any additional funds or other support the Beautification Committee may need beyond the budgeted amount.
Ø Plan the design of the planting rings and other garden spots in the city.
Ø Invite interested community members to be on the committee and volunteer 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 on the past year’s fundraising projects and funds raised upon completion of a fundraiser project.

Library Committee
Ø 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.
Ø Submit a motion to the club regarding any additional funds, beyond the budgeted amount, or other support the library and Friends of the Library may need.

Program Committee
Ø Chaired by the Vice President.
Ø Meets after the annual meeting to plan programs for monthly meetings for the following year.
Ø Prepare program brochure.
Ø Place notice in the Annandale Advocate stating the time and location of the monthly meeting
Ø Confirm the program with the presenter a month before the meeting or event.
Ø Communicate with monthly hostess co-chair regarding meeting responsibilities
Ø Send thank you note to the speaker.

Monthly Hostess Sub-Committee - Responsibilities
Ø Coordinate the menu with the caterer.
Ø Call members not notified by email and record reservations.
Ø Confirm reservation numbers with the caterer.
Ø Check in members at the meeting.
Ø Submit the confirmed attendance and check-in lists to the treasurer.

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 after the annual meeting.

Membership Directory Committee
Ø Provide every member with a Membership Directory that contains information about each member, their photos, and the Improvement Club Bylaws and Policies.
Ø Provide pages to update each member’s directory in the fall.