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Improvement Club
Bylaws & Policies
revised September, 2011
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
EXECUTIVE BOARD
Section 1 – The Executive Board is made up of the officers of
this club.
Section 2 – Board members are responsible to read and
understand the bylaws and policies 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 have authority to approve
expenditures up to $100 and such expenditures will be reported to the
membership.
ARTICLE V
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 additional nominations, the President will appoint three
election judges and the candidate with majority vote by written ballot 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 appointed by the Executive Board.
ARTICLE VI
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.
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 VII
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 VIII).
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 VIII
FINANCES
Section 1 – An Annual
Budget shall be prepared by the newly elected
Executive Board after the Annual Meeting
and
presented for
approval on or before 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 IX
QUORUM
At any meeting, one fourth of the dues paying
membership will constitute a quorum.
ARTICLE X
PARLIAMENTARY AUTHORITY
The rules contained in the current edition of Roberts Rules of
Order, Newly Revised (10th Edition) shall govern the Club.
ARTICLE XI
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 XII
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.
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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
4.
Members are responsible to
inform the Secretary of meeting or event attendance and once a commitment is
made, to pay all associated fees.
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 yearly (in
March) to the IRS to renew non-profit status.
Ø
Communicate with monthly
hostess co-chair regarding meeting requirements.
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
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 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
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
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.