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2009 – 2010 REVISION/ UPDATE OF BY-LAWS OF THE
GFWC BILLINGS JUNIOR WOMAN’S CLUB
ORGANIZATION AND FEDERATION
OF BILLINGS, MONTANA
HISTORY
The GFWC Billings Junior Woman’s Club was organized February 11,
1933. In 1934, the Billings Junior Woman’s Club (BJWC)
joined the Montana Federation of Woman’s Clubs; then in 1935, the
General Federation of Women’s Clubs. The General Federation
of Women’s Clubs is an international organization of
community-based volunteer women’s clubs. It is also the
largest and oldest non-denominational women’s organization in the
world, having over 100,000 members. GFWC Billings Junior
Woman’s Club was incorporated under the laws of the State of
Montana on October 1, 1958, exclusively charitable as defined by
Section 501 (c) 4 of the IRS code.
PREAMBLE
The GFWC Billings Junior Woman’s Club of Billings shall strive
through the organization and its individual members to promote:
an active interest in good government, civic affairs, educational
support, philanthropy, moral values, and cultural development.
BJWC shall encourage members to serve their community while promoting
good fellowship within BJWC.
ARTICLE I – NAME
The name of the organization shall be GFWC Billings Junior Woman’s Club, hereafter referred to as BJWC.
ARTICLE II – PURPOSES AND POLICIES
The policies of BJWC shall be in accord with the General Federation of
Women’s Club. The primary purpose of the GFWC Billings
Junior Woman’s Club is to make a positive impact within our
community, our state, our country, and our world. The club is
organized to foster an environment for women to work cohesively with
others for the betterment of the aforementioned. We are committed
to volunteer service, personal growth, and development of lasting
friendships.
ARTICLE III - MEMBERSHIP
Section 3.1 Eligibility
Any person, age 18 or older, and in agreement with the policies and purposes as stated above, shall be eligible for membership.
Section 3.2 – Types of Members
Active membership shall be the only type of membership and members
shall participate in programs of GFWC. All members of BJWC shall
be members of GFWC Billings Junior Woman’s Club Children’s
Foundation.
Section 3.3 Membership Procedures
1. To become a member of GFWC/BJWC requires:
a. A written membership form
b. Payment of dues as stated in the standing rules
c. New members to attend an orientation conducted by the membership chairman
d. New members to be initiated by the membership chairman
Section 3.4 - Confidentiality
Member information should be kept confidential. Member
information may not be used for chain type letters and/or political
movements that are not related to GFWC/BJWC.
Section 3.5 - Transfers
Transfer from another GFWC organization to BJWC may be granted
upon presenting a letter of transfer, filing a membership form, payment
of dues, and acceptance of BJWC’s purposes and policies.
Section 3.6 – Resignations
Any member may resign by submitting in writing her intent to the Executive Committee.
Section 3.7 – Removal
1. A member shall be removed by following Robert’s Rules of Order, Newly Revised.
2. A member is removed from membership if dues are not paid by November 1.
Section 3.8 - Reinstatement
Any member who has resigned in good standing may apply in writing to
the Executive Committee for reinstatement. Such a letter would be
accompanied with payment of current dues.
ARTICLE IV – DUES AND FINANCE
Section 4.1- Fiscal Year
The fiscal year shall be from June 1 thru May 31. The
accounts of BJWC shall be kept in accordance with sound accounting
practices and shall have a compilation annually by a Certified Public
Accountant. The Board of Directors may decide, at their discretion, to
an audit of the books.
Section 4.2 – Dues Section
1. Dues shall be paid annually, in the specified amounts as stated in
the standing rules, at the first regular meeting of each fiscal year.
2. The membership chairman shall notify members by October 15 of delinquent dues.
3. Members whose dues are not paid by November 1 shall be removed from membership.
Section 4.3 - Contributions Financial contributions from members to
projects approved by the Board of Directors shall be sent to the
treasurer by check.
Section 4.4 - Investments All monies held by BJWC shall be placed in
accredited financial institutions selected by the Board of Directors.
The entire membership shall be appraised of the selection and shall be
charged with the responsibility of directing the treasurer on investing
funds in accordance with BJWC objectives. The financial
institutions will report directly to the Treasurer and President.
Section 4.5 - Disbursements Disbursement of funds of BJWC shall be made
by an order of reimbursement form signed by the committee chairman.
Section 4.6 - Expenditures All purchases in excess of
committee budgets shall be approved by a majority vote of the general
membership.
Section 4.7 - Monies Any monies given to the treasurer must be by check.
Section 4.8 - Investments Funds may not be invested in any new accounts
unless approved by two-thirds of the members present and voting.
Section 4.9 - Accounts Any two of the following executive officers may
endorse, deposit, withdraw, borrow money or enter into a
contract: President, President-elect, or Treasurer. Any
indebtedness incurred by the Executive Committee as authorized in these
by-laws shall be binding on the corporation in accordance with the
by-laws.
Section 4.10 - Bonding The offices of President, President–elect,
and Treasurer shall be bonded in the amount determined by the Executive
Committee.
Section 4.11 - Disbursements/Dissolution In the event of
the dissolution of the GFWC Billings Junior Woman’s Club, its
assets remaining after payment of debts and liabilities shall be
dispersed according to the Rules of Incorporation.
ARTICLE V – OFFICERS
Section 5.1
The Officers of BJWC shall be President, President-elect, Secretary, and Treasurer.
Section 5.2 The Officers of BJWC shall also be the
Officers of Billings Junior Woman’s Club Children’s
Foundation. No person may hold more than one office.
Section 5.3 The Executive Committee of BJWC shall be
President, President-elect, Secretary, Treasurer, Member-at-Large,
Parliamentary Advisor, and Immediate past president. It shall be
responsible for the general meetings and shall hold meetings as deemed
necessary.
Section 5.4 Nominations. The Nomination Committee shall
present a slate of candidates for the offices of President-elect,
Secretary and Treasurer, at the annual meeting in January of even
numbered years. Additional nominations may be made at the
February general meeting.
Section 5.5 Elections. Offices of President-elect,
Treasurer, and Secretary shall be elected by a majority of the members
present and voting at the February general meeting of even numbered
years. All officers assume a two-year term. The term of
office begins June 1st of even numbered years. Special elections may be
held in order to fill a vacant position.
Section 5.6 Duties of Officers
PRESIDENT
The President shall:
1. Be the official representative of BJWC
2. Preside at all meetings of BJWC and the Children’s Foundation
3. Be an ex-officio member of all committees except Nominations
4. Serve as a member of the Budget and Finance Committee
5. Serve as Chairman of the Executive Committee, Board of Directors, and Children’s Foundation Board
6. Appoint a Member-at-Large and Parliamentary Advisor for her term of office
7. Serve on the Board of Directors of GFWC of Montana and attend all GFWC of MT meetings
8. Report for her administration
PRESIDENT-ELECT
The President-elect shall:
1. In the absence of the President perform the duties of the President
2. Perform such other duties as may be assigned to her
3. Preside at one of the general meetings
4. Serve as a member of the Budget and Finance Committee
5. Serve as co-chairman of the Membership Committee
SECRETARY
The Secretary shall:
1. Record all minutes and shall keep essential records
2. In a timely fashion, provide copies of the minutes for the president’s file
3. Conduct general correspondence and keep an accurate file
TREASURER
The Treasurer shall:
1. Be the custodian of all funds
2. Present the budget to the Executive Committee for approval
3. Deposit all dues and assessments and receive all monies
4. Make payments in accordance with the budget
5. Make payments of expenses not provided for in the budget only upon
order of at least two-thirds (2/3) of the members present at a general
meeting
6. Keep full and accurate accounts and shall prepare financial statements for the general meetings
7. Turn over to her successor all books and financial records
8. Be chairman of the Budget and Finance Committee
9. Prepare the records for the Executive Committee and for compilation
by a Certified Public Accountant at the end of each fiscal year
ARTICLE VI - APPOINTED POSITIONS
Section 6.1 MEMBER-AT-LARGE
The Member-at-large shall:
1. Serve on the Budget and Finance Committee
2. Be co-chairman of the Membership Committee
3. In the event of an absent officer, other than President, assume the duties of that office for that meeting
4. In the event of a vacancy in officers except President, fill that office until such times as an election is held
Section 6.2 PARLIAMENTARY ADVISOR – Appointed Officer
The Parliamentary Advisor shall have all rights and privileges of any other member.
ARTICLE VII – MEETINGS
Section 7.1 Regular Meeting - Regular meetings of the general
membership shall be on the third Tuesday of each month, September
through May. There will be no December meeting.
Section 7.2 Annual Meeting - The Annual meeting of BJWC shall be the third Tuesday of January.
Section 7.3 Special Meeting - Special meetings shall be
called by the President, Board of Directors, Executive Committee, or
upon written request of ten members of BJWC.
Section 7.4 Cell Phones - Cell phones shall be turned
off or set on vibrates during the meeting. Members should excuse
themselves for any cell phone use.
Section 7.5 Notice of Meetings
1. Notice of the annual and general meetings shall be given by the Calling/Communication Committee selected by the President
2. Notice of special meetings shall be given at least three (3) days in advance
ARTICLE VIII - BOARD OF DIRECTORS
Section 8.1 The Board of Directors consists of fourteen
(14) members including the elected officers of GFWC Billings Junior
Woman’s Club (president, president-elect, secretary, and
treasurer), Department Chairmen (including but not limited to Arts,
Conservation, Education, Home Life, International Affairs, Public
Affairs), Immediate Past President, Member at Large, Parliamentary
Advisor, and two or more appointed members.
The President of the GFWC Billings Junior Woman’s Club by virtue
of the office shall be Chairman of the Board of Directors.
Officers shall by virtue of their office be members of the Board of Directors.
Officers of BJWC shall also be the Officers of the BJWC Children’s Foundation.
Section 8.2 Duties The Board of Directors shall be responsible for the
business and funds of BJWC. It shall present all proposed major
business transactions to the membership for ratification.
Section 8. 3 Meetings The Board of Directors shall hold
two (2) meetings per year and others as deemed necessary by the
President.
Section 4 Quorum A majority of the members of the Board of Directors shall constitute a quorum (half plus one).
ARTICLE IX - COMMITTEES
Section 9.1 Each committee shall submit a written report
prior to, or at each regular meeting to the President and Secretary,
and shall keep accurate files of their budget and volunteer hours.
Committee chairmen shall submit an end-of-the-year report to the
Executive Committee.
Section 9.2 Standing Committees
a. The Budget and Finance Committee shall be composed of the
Treasurer, President, President-elect, Past President, and
Member-at-Large. It shall present a budget for approval to the Board of
Directors at a special meeting in June. This is one of the two yearly
meetings.
b. The Nominations Committee shall be composed of the President-elect,
and other members appointed by the President, to be concurrent with her
term of office.
1. It shall prepare a slate of qualified candidates for election to the elected offices of BJWC.
2. The slate of candidates will be presented at the January meeting in even numbered years.
c. The Membership Committee shall be composed of the
President-elect (Co-Chairman), the Member-at-Large (Co-Chairman), and
other members appointed by the President, to be concurrent with her
term of office.
The Membership Committee shall:
1. As their duty, recruit prospective members
2. Promote good fellowship within the club by providing social functions
3. Maintain membership
4. Provide orientation and initiation to each new member
5. Perform other duties as assigned
d. The Communications/Public Relations Committee shall be appointed by
the President to notify all members of general and annual meetings.
When appropriate, they will notify publications of GFWC/BJWC meetings
and events.
e. The Building and Grounds Committee shall:
1. Function as a committee of BJWC
2. Be composed of a chairman and other members appointed by the President
3. Be responsible for maintenance, repairs and furnishings of the property, and perform other duties as assigned
Section 9.3 Department Committees Department Committees corresponding
to those of the GFWC shall be composed of a chairman appointed by the
President and no fewer than three members.
ARTICLE X - DELEGATES
Delegates and alternates to GFWC conventions shall
consist of the President and President-elect. Other delegates
shall be selected with approval of the Executive Committee.
ARTICLE XI - STANDING RULES
In order to comply with the specific BJWC By-Laws,
Standing Rules may be established, which shall have the same force and
effects as the bylaws.
ARTICLE XII - AMENDMENTS
Section 1. The By-laws may be amended by a two-thirds
vote of members present and voting at any meeting of BJWC, provided the
meeting date and proposed amendment(s) have been submitted in writing
to the membership prior to the vote.
Section 2. Standing Rules may be adopted, amended, or rescinded by a
two-thirds vote of those present at a regular meeting, without previous
notice or by a majority vote with such notice.
ARTICLE XIII PARLIAMENTARY AUTHORITY
The proceedings of the Club shall be governed by and conducted according to Robert’s Rules of Order, Newly Revised.
STANDING RULES
1. It shall be the responsibility of the general membership to read the by-laws and standing rules.
2. Voting at Board of Directors, Executive Committee, and general
meetings shall be by secret vote when the question is of such a nature
that any member would hesitate to vote publicly.
3. The Executive Committee shall have authority to appropriate funds of BJWC in amounts not to exceed $500.
4. BJWC shall not make financial contributions in excess of $250,
which are not included in a committee’s budget, without a
majority vote of members present at said meeting.
5. Funds used within a committee shall be agreed upon by a majority of
the committee members. Individual committees may raise their own funds
above and beyond those budgeted as deemed necessary.
6. No committee can move their funds to another committee’s project without the approval of the general membership.
7. Specific committee proposals or projects not initially outlined in
the budget that request the support of the entire membership, will be
presented in writing to the general membership for approval.
8. The yearly membership dues are $35 and shall be allocated as
follows: Per capita assessment for membership in General Federation of
Women’s Clubs, GFWC of Montana, GFWC of Montana Eastern District
dues, GFWC Clubwoman Magazine subscription, and the remaining monies
will be used for the operating budget of BJWC.
9. Each member is encouraged to be a member of one standing committee or department.
10. The newly installed President shall be sent bi-annually (even
years) to the GFWC International Convention. BJWC will pay registration
and official meals during meeting days. Travel as approved by BJWC will
be paid by BJWC. The hotel room will be paid at one-fourth (1/4) the
convention room rate by BJWC.
10a. In the event the President is unavailable; the President-elect
shall be considered the 1st alternate. If neither is available, a
delegate representative will be chosen by the general membership.
11. Members of BJWC may attend the GFWC International Convention,
Western States Region Conference, GFWC of Montana Board of
Director’s Meeting, GFWC of Montana Spring Convention, and GFWC
Eastern District Convention.
11a. BJWC will pay registration and official meals for these
conventions, conferences, and meetings. All other costs are at
member’s own expense.
11b. Members will be reimbursed after attendance at the conventions, conferences, or meetings.
12. All reimbursement requests must be submitted to the treasurer on
the correct form with receipts attached within 90 days. No
reimbursements will be paid without correct documentation.
13. When time is of the essence, members may be polled for vote by
telephone or email. All actions will be included in the committee
reports at the next general meeting.
14. Any expenses incurred by a member due to special requests or
arrangements are the member’s responsibility. Members requesting
special arrangements may ask the Executive Board for an exemption prior
to the incurred expenses.
Dated: February 16, 2010_
GFWC Billings Junior Woman’s Club Officers:
President___________Gayle Carter_________________________________________
President-elect______Florence Diede________________________________________
Treasurer__________Linda Hertoghe____________________________________
Secretary-------------__________Linda Altwine______________________________________
GFWC Billings Junior Woman’s Club By-Laws Committee:
Janet Cole
Anne
Henson________________________
Florence
Diede
Susan Macartney_____________________
Linda Hertoghe
Gayle
Carter_________________________
Karen Durfey
Linda
Altwine_______________________
Revised 2/16/2010
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