South Orange Woman's Club: By-Laws 1972
Article 1. NAME
The name of this organization shall be the South Orange Woman’s Club, Inc. (Incorporated)
Article 2. PURPOSE
The purpose of the Club shall be to furnish inspiration, through study and recreation, for greater efficiency in the home and community.
Article 3. MEMBERSHIP
Section 1. Membership in the Club shall consist of four classes: Active, Evening, Non-Resident, and Honorary.
Section 2. ACTIVE. Any woman who is in sympathy with the purpose of the Club may be proposed for Active Membership.
Section 3. EVENING. Any business or professional woman, or woman who has children under Junior High School age or other dependents, shall be eligible to Evening membership. An Evening Department member automatically progresses to the daytime group when her status changes.
Section 4. NON-RESIDENT. Any member who establishes residence twenty-five or more miles from the meeting place of the Club shall be eligible to non-resident membership. She shall receive all printed notices and communications from the Club and be eligible to attend meetings by may not hold office nor vote.
Section 5. HONORARY. Honorary membership may be conferred by a majority vote of the Board of Trustees. An Honorary member shall be entitled to all privileges of the Club except to hold office or vote. She shall not pay dues.
Section 6. A candidate for membership must make applications upon a blank provided by the Club, signed by her and accompanied by her dues. She shall be proposed by one active member who has known her for a period of one year, and endorsed by two other members. Anyone who is unknown to the Club and requests active membership shall be called upon by the Chairman and one other member of the Membership Committee who will make recommendations to the Board of Trustees regarding election by the Trustees. An unknown applicant may also be introduced by a letter from another Club.
Section 7. All candidates for membership shall be acted upon by the Board of Trustees and accepted by a two-thirds vote.
Membership and Guest Cards:
Section 8. Each member shall receive a membership and two guest cards. Membership cards must be presented at each Blub meeting. A fine of ten cents shall be levied for failure to present membership card. Members may bring additional guests on payment of fifty cents for each guest. A person may be a guest only twice during any one year.
Termination of Membership and Reinstatement:
Section 9. Resignations from members shall be in writing, addressed to the Corresponding Secretary. To be in good standing, dues must be paid for the current year in which the member’s name appears in the Year Book. Section 10. Members who have resigned in good standing may resume membership upon request in writing to the Corresponding Secretary and by vote of the Board of Trustees.
Section 11. Membership shall be forfeited by those whose dues are in arrears on December 1.
Section 12. A member dropped for non-payment of dues may be re-instated upon payment of dues for the year in which she was dropped.
Article 4. OFFICERS
Section 1. THE OFFICERS of the Club shall be President, First, Second, and Third Vice Presidents, Recording Secretary, Corresponding Secretary, Treasurer, and Federation Secretary, all of whom shall be elected to serve for two years and may not succeed themselves, except for the Treasurer who may be re-elected for not more than three terms.
Section 2. THE PRESIDENT shall preside at all meetings of the Club, the Board of Trustees, and the Executive Committee. She shall be ex-officio a member of all committees except the Committee on Nominations. She shall appoint chairmen of committees not otherwise provided for in these By-Laws, subject to the approval of the Executive Committee. She shall be advised of all committee appointments. She shall perform such other duties as usually pertain to the office and act as delegate to the Annual Convention of the New Jersey State Federation of Women’s Clubs.
Section 3. THE FIRST VICE PRESIDENT shall assume the duties of the President in her absence, or at her request and shall perform such other duties as are referred to her by the President. She shall be a member of the Finance Committee.
She shall be Chairman of the Membership Committee. She and her committee shall receive applications for membership and make recommendations to the Board of Trustees. Anyone unknown to the Club and requesting membership shall be called upon by the Chairman and one other member who will make recommendations to the Board of Trustees. She shall work for the integration of Club members into the total program of the Club. She shall work for the integration of Club members into the total program of the Club. She shall keep a complete record of the membership including the interests of the members.
Section 4. THE SECOND VICE PRESIDENT shall be chairman of Program. She shall meet with the Department Chairmen to coordinate the programs for Club and Department meetings. An outline of the year’s programs shall be presented to the Board of Trustees before the Year Book goes to press. The Second Vice President or her representative, preferably a member of Program Committee, shall act as delegate to the Annual Convention of the New Jersey Federation of Women’s Clubs.
Section 5. THE THIRD VICE PRESIDENT shall be Senior Advisor to the Evening Membership Department. She shall attend all Board and general meetings of the Evening Membership Department.
Section 6. THE RECORDING SECRETARY shall keep the minutes of the meetings of the Board of Trustees, and the Executive Committee, and shall see that the President receives a copy of them. She shall prepare a memorandum from the minutes for the use of the President and give a condense report of the proceedings of the Board of Trustees at each business meeting. She shall be custodian of all records and annual reports and shall be responsible for their filing.
Section 7. THE CORRESPONDING SECRETARY shall conduct all correspondence as directed. She shall inform new members of their acceptance and notify those dropped from the membership list. She shall be on the Membership Committee.
Section 8. THE FEDERATION SECRETARY shall be the medium of communication between the Club and the State and General Federations of Women’s Clubs. She shall represent the Club at all Federation meetings and shall handle subscriptions for the “New Jersey Club Woman” and the “General Federation Clubwoman”.
Section 9. THE TREASURER shall be the custodian of all Club funds and securities. She shall deposit the funds in banks designated by the Board of Trustees, and shall pay out same by check as authorized in the budget or, on non-budgetary items, at the direction of the Board of Trustees after consideration by the Finance Committee. All checks shall be signed by the Treasurer or, in her absence, by the President. She shall keep an itemized account of all receipts and expenditures and present a statement to the Board of Trustees and the Club each month. She shall present a full and audited report at the first business meeting following the close of the fiscal year. The books shall be passed on to the new Treasurer with the Club year's account complete and audited. She shall send out all membership bills, and cards. The Treasurer shall assume the duties of the Finance Chairman in the latter’s absence.
Article 5. BOARD OF TRUSTEES
Section 1. The Board of Trustees shall consist of:
- a) The Officers
- b) Department Chairmen
- c) The Chairmen of the Following Standing Committees: By-Laws, Club Property, Education, Finance, Historical, Hospitality, Monthly Bulletin, Nominating, Public Relations, Safety, Sunshine, Telephone, and Year Book.
Section 2. The Board of Trustees shall plan and carry forward such measures as shall best coordinate the work of the Club. They shall consider the budget prepared by the Finance Committee and make recommendations to the Club for action.
Section 3. The Trustees shall administer the affairs, funds, and property of the Club. They shall consider the budget prepared by the Finance Committee and make recommendations to the Club for action.
Section 4. The Trustees shall have poser to create, combine, continue or discontinue departments and committees. At no time shall the number of appointed chairmen exceed those elected by the membership.
Filling of Vacancies:
Section 5: In the Event of a vacancy in the office of President, the First Vice President shall become President for the remainder of the unexpired term. If the First Vice President is unable to assume the duties of the President, the Nominating Committee shall present the name of a candidate to the Board for action by the Trustees.
Section 6. With the exception of the office of the President, the Chairman of the Nominating Committee shall present to the Board of Trustees the name of a candidate for each vacancy. The Trustees shall elect the candidate who shall serve for the remainder of the unexpired term.
Term of Service:
Section 7. Officers may not succeed themselves in the same office, with the exception of the Treasure who may be re-elected for three terms. Chairmen of Departments are eligible for re-election; Chairmen of standing committees may be re-appointed.
Article 6. EXECUTIVE COMMITTEE
Section 1. There shall be an Executive Committee consisting of all elected Officers. These officers shall be President, First, Second and Third Vice Presidents, Recording Secretary, Corresponding Secretary, Treasurer, and Federation Secretary.
Duties: Section 2. This Committee shall be empowered to act in emergencies between Board meetings on matters which do not affect club policies or entail expenditures. This committee shall report at regular meetings of the Board of Trustees and the minutes read.
Article 7. DEPARTMENTS AND STANDING COMMITTEES
Section 1. The Activities of the Club shall be conducted by the officers and following departments and standing committees:
- a.) Departments - American Home and Garden, Art, Civics-C.I.P. Drams, Evening Membership, International Affairs, Legislation, Literature, Music, Social Service, and Ways & Means.
- b.) Appointed Committees - By-Laws – Parliamentarian, Club Flowers, Club Property, Education, Finance, Historian, Hospitality, Monthly Bulletin, Nominations, Public Relations, Safety, Sunshine, Telephone, Year Book.
Section 2. DEPARTMENTS and COMMITTEES shall operate on budgets approved by the Board of Trustees on recommendations of the Finance Committee.
Section 3. The FINANCE COMMITTEE shall consist of the Chairman, the First Vice President, the Treasurer, the Chairman of the Ways and Means Financial Secretary of Evening Membership Department, Chairman in charge of Club Property, and two members from the general membership, appointed by the President, in consultation with the Chairman. The Committee shall prepare the Club budget and submit it to the Board of Trustees for approval at their regular meeting preceding the May business meeting when it shall be submitted to the Club for ratification. It shall make recommendations to the Board of Trustees concerning all non-budgetary items. It shall advise the Board on investments, insurance, and the purchase of furnishings. It shall consider all demands on the Contingency Fund and advise the Board, who will in turn make recommendations, for action by the Club, at any regular business meeting. The Chairman of the Finance Committee shall assume the duties of the Treasure in her absence.
Section 4. The HOSPITALITY COMMITTEE shall take charge of the Tea Hour following the regular meetings.
Section 5. The NOMINATING COMMITTEE shall consist of the Chairman and four other members to be appointed by the Trustees immediately after the election, to sever for two years. Two members shall be from the Board of Trustees and three members shall be from the membership at large. The Committee shall select one nominee for each office to be filled and report at the business meeting in March, having first received the consent of the nominee to serve if elected. Suggestions for nominations for Officers and Department Chairmen may be submitted in writing to the Nominating Committee by any active member. Following the report of the Nominating Committee, an opportunity shall be given for nominations from the floor. These nominees must have given consent to serve if elected and have been endorsed by five members. The list of nominees shall be printed in the April bulletin.
Section 6. The PUBLIC RELATIONS COMMITTEE shall raise money for the general fund and for such other projects as directed by the Trustees on recommendation of the Finance Committee.
Section 7. The WAYS AND MEANS COMMITTEE shall raise money for the general fund and for such other projects as directed by the Trustees on recommendation of the Finance Committee.
Section 8. The YEAR BOOK COMMITTEE shall edit, arrange for publication, and distribute the Year Book. This committee shall consist of the Chairman, Membership Chairman, Program Chairman, and two other members, one of whom shall be from the Evening Membership Department.
Section 9. Chairman in Charge of Club Property shall:
- a) be custodian of all club properties.
- b) keep list of all properties owned by the club
- c) keep record of properties used by departments of individuals.
- d) keep record of insurance with Finance Committee
- e) be a member of Finance Committee
Article 8. DUES
The Fiscal Year:
Section 1. The Fiscal Year shall be from June 1 each year through May 31 of the succeeding year.
- a) Annual dues for each active member shall be as directed by the Board of Trustees. The Treasurer and the Financial Secretary of the Evening Membership Department shall send a statement May 1, September 1, and November 1. All members in arrears December 1 shall be dropped from the membership rolls.
- b) Dues from new members shall accompany the application. New members admitted to the Club after February 1 shall pay one half annual dues for the remainder of the Club Year.
Section 3. Non-resident membership dues shall be one half annual dues.
Section 4. Members of the Evening Membership Department shall pay annual dues to the Department, which in turn shall contribute one quarter of this amount to the Club to cover Federation dues, printing, and other expenses incurred by the Club for the Department.
Article 9. MEETINGS AND QUORUMS
- a)From September to May there shall be one regular meeting of the Club. December date will be set by the Board of Trustees.
- b) The May meeting shall be the Annual Meeting, at which time annual reports shall be submitted in writing by the Officers and Chairmen of Departments and Committees.
Board of Trustees:
Section 2. The Board of Trustees shall meet monthly from September to June inclusive.
- a) Special meetings of the Club may be called by the President or three members of the Board of Trustees provided each member has been notified.
- a) The quorum at regular meeting shall be twenty-five active members.
- b) The quorum of the Board of Trustees shall be ten.
Article 10. ELECTIONS
Section 1. Elections of Officers and Department Chairmen shall occur every two years at the meeting in April. They shall assume their duties after the May luncheon.
Section 2. Candidates for such offices must have been members of the Club for at least one year.
Section 3. If there be but one candidate for each office and no nominations are made from the floor, the Chair declares the nominations closed and the nominating ballot becomes the election ballot.
Section 4. In the event that there is a contested election, the Executive Committee shall appoint a committee on elections consisting of three members who shall arrange for the printing of ballots and all other matters pertaining to the election.
Article 11. AMENDMENTS
Section 1. These By-Laws may be amended by a two-thirds vote of those present at any regular business meeting, provided the proposed amendment has been read at the previous meeting and a printed notice of the change sent to each member at least ten days before the meeting.
Article 12. PARLIAMENTARY AUTHORITY
Section 1. The rules contained in “Robert’s Rules of Order, Revised” shall govern the Club in all cases to which they are applicable and in which they are not inconsistent with these By-Laws.
Standing Rules of the Evening Membership Department of the SOUTH ORANGE WOMAN’S CLUB
1. Evening Membership is a department of South Orange Woman’s Club. The purpose of this department shall be to provide club opportunities to those who are unable to attend daytime meetings.
2. ELIGIBILITY. Those eligible are business or professional women and those who have children under Junior High School age or other dependents. Evening Membership members automatically join the daytime group when their status changes.
3. APPLICATIONS. See Article 3. Section 6.
4. ELECTION. Each candidate for membership shall be acted upon by the Executive Board and accepted by a two-thirds vote. The candidate’s application will then be referred to the Board of Trustees of the Club for ratification. Following this ratification, the candidate shall be notified of her election by the Corresponding Secretaries of the Department and the Club.
5. MEMBERSHIP AND GUEST CARDS. See Article 3. Section 8.
6. RESIGNATIONS See Article 3. Section 9.
7. REINSTATEMENT See Article 3. Section 10.
- a) See Article 3. Section 10
8. See Article 8. Section 2.
- b) See Article 8. Section 2
Officers and Their Duties:
9. The officers shall be a Chairman, Vice Chairman, Recoding Secretary, Corresponding Secretary and Federation Secretary. The officers shall be elected at the April meeting. These officers shall serve for two years and may not succeed themselves except for the Financial Secretary.
- a) The Chairman shall preside at all meetings of the Department and Executive Board and shall perform all other duties incident to that office. She shall be an ex-officio member of all standing committees except the Committee on Nominations. The Chairman shall also be a member of the Board of Trustees of the Club and she shall attend all Board meetings of the Club, if possible. She shall appoint committee chairmen.
- b) The Vice Chairman shall perform the duties of the Chairman and in her absence and shall act as chairman of the Program Committee.
- c) The Recording Secretary shall keep the official list of the members of the department; shall keep a record of all meetings of the department and Executive Board; shall be the custodian of all records and annual reports and shall be responsible for their filing.
- d) The Corresponding Secretary shall conduct all correspondence as directed. She shall inform new members of their acceptance notify those dropped from the membership list.
- e) The Financial Secretary shall be the custodian of all department funds which shall be deposited in banks designated by the Board of Trustees of the Club. She shall pay out the same on approval of the Executive Board she shall send out all membership bills, and cards.
- f) The Federation Secretary shall be the medium of communication between the Department and the State and General Federation of Women’s clubs. She shall represent the Department at all Federation meetings and shall handle subscriptions for the “New Jersey Club Woman” and the “General Federation Clubwoman”
10. The Executive Board shall include the officers, the chairman of committees and the Senior Advisor.
They shall administer the affairs of the department. They shall act upon applications for and resignations from membership. A two-thirds vote is required for election. They shall consider the budget prepared by the Finance Committee and make recommendations to the Department for action. They shall fill vacancies. They shall schedule monthly meetings of the Board and the Department at the beginning of the Club year.
11. The SENIOR ADVISOR, the Third Vice President of the Club, shall be a member of the Executive Board. All business of the Department shall be transacted with her advice and consent.
- a) COMMITTEE CHAIRMAN and their DUTIES. The Financial Secretary shall be the Chairman of the Finance Committee. The committee shall include the Department Chairman and the Ways & Means Chairman. They shall prepare the budget and present it to the Executive Board.
- b) The Membership Chairman shall receive applications for membership and make recommendations to the Executive Board. She shall appoint a committee to assist in increasing the membership of the Department. She shall keep a complete record of the membership, including the interests of the members.
- c) The Project Chairman shall make recommendations to the Executive Board on any project to be undertaken by the Department.
- d) Public Relations Chairman shall supply the press with notice and reports of meetings and programs of the Department. She shall also be responsible for giving to the Club all information for the monthly bulletin and the Year book.
- e) The Hospitality Chairman shall arrange for the serving of refreshments at regular meetings and special events.
- f) The Chairman of the Nominating Committee shall be appointed by the Department Chairman. Two members shall be appointed by the Department Chairman. Two members shall be appointed by the Executive Board; at least one of these shall be a member of the Department at large. This committee shall be appointed in February and present a slate of officers to the Department in March.
13. These Standing Rules may be amended by a two-thirds vote of the members present at any business meeting provided the proposed amendment has been read at the previous meeting.
14.“Robert’s Rules of Order, Revised”, shall be the parliamentary authority.
15.A quorum of the regular meeting shall be 10 active members. The Quorum of the Executive Board shall be a majority.