ARTICLE I NAME AND AFFILIATION
Section 1. The name of this organization shall be the General Federation of Women’s Clubs (GFWC) Beloit Junior Woman’s Club.
Section 2. This organization shall be affiliated with the General Federation of Women’s Clubs (GFWC) and the General Federation of Women’s Clubs – Wisconsin (GFWC-WI).
ARTICLE II MISSION
This club shall be organized and operated for charitable, educational and civic purposes to improve the community and shall participate in GFWC and GFWC WI projects and programs. This club will not be operated for the benefit of private interests and no part of its net earnings may benefit any private individual.
ARTICLE III MEMBERSHIP
Section 1. Eligibility
Any interested adult in the City of Beloit and neighboring communities or in residence transition may become a member at any time during the year.
Section 2. Obligations
A member may serve on as many interest groups and committees as they have time for.
Each member is expected to serve once during the club year as a hostess at a General meeting, to participate in Ways and Means projects, and to participate in one or more club projects.
ARTICLE IV DUES & FINANCES
Section 1. The general membership shall pay annual dues of $35.00.
Section 2. Immediate Past Presidents shall pay no dues for the club year following their presidency.
Section 3. All members shall pay annual dues by the first General meeting in September.
Section 4. Members joining for the first time shall pay dues of $25.00.
Section 5. Dues may be refunded before November 1st if a member moves out of town. The Executive Committee shall decide refunds requested for any other reason.
Section 6. Payment of dues includes membership in the General Federation of Women’s Clubs (GFWC) Beloit Junior Woman’s Club, General Federation of Women’s Clubs (GWFC), General Federation of Women’s Clubs Wisconsin (GFWCWI), GFWC WI Southern Prairies District and GFWC WI Junior organization.
Section 7 – The fiscal year shall begin the first day of July and end June 30th of the following year.
ARTICLE V MEETING OF THE CLUB
Section 1. The club shall meet on the second Thursday of the month from September through May.
Section 2. The Annual installation of officers shall be held at the May General Meeting.
Section 3. Special Meetings may be held at the discretion of the Executive Committee. When action is to be taken, notices of such meeting shall be mailed to all members at their post office or email addresses as they appear in the membership rolls at least five days before the scheduled date set for such special meeting. Such notice shall state the reasons that such meeting has been called, the business to be transacted at such meeting, and by whom called.
Section 4. Voting issues
a. Voting Rights - All votes shall be via voice except for election of officers, at which time ballots may be provided. See Article VIII g – Election of Officers. There shall not appear any place on such ballot any mark or marking that might tend to indicate the person who cast such ballot. Votes by ballots require a motion made, seconded and carried by the majority present.
b. At any regular or special meeting, if a majority so requires, any question may be voted upon in the manner and style provided for election of officers and directors.
c. At all votes by ballot the Chairman of such meeting shall appoint an “Inspector of the Vote” to count the votes and certify the results. The certified results of such election shall be affixed to the minutes of that meeting.
d. Only members who have paid their dues shall be eligible to vote.
e. Ballots will be destroyed by the Inspector of the Vote by unanimous vote.
ARTICLE VI QUORUM
Section 1. The voting members present at any regular called meeting of this organization constitute a quorum for the transaction of business.
ARTICLE VII EXECUTIVE COMMITTEE
Section 1. Membership
The Executive Committee shall consist of the following elected officers: President, Vice-President, Recording Secretary, Corresponding Secretary, and Treasurer.
The Executive Committee shall act in an advisory capacity to the President in helping choose committee chairs.
At the President’s discretion, the Executive Committee shall act on behalf of the club when necessary.
Section 2. Term of Office
Each officer is elected to a one-year term.
The Vice-President has the option of fulfilling a two-year term as Vice-President and then President.
Officers may serve more than one term in the same or any other office, not to exceed four (4) terms in the same office.
Section 3. Vacancy Actions
If a vacancy occurs among elected officers, the President, with the Executive Committee, shall have the power to fill the vacancy.
Section 4. Officer Qualifications
The President shall have served on the Executive Committee prior to serving as the President.
The Treasurer should have working knowledge of general checks and balances.
The Secretaries should have communication and computer skills.
All officers are expected to attend regularly scheduled meetings or may be subject to removal from office.
All officers are encouraged to subscribe to the GFWC Clubwoman Magazine to keep abreast of Federation news and program updates.
Section 5. Duties of the officers shall be as follows:
1. Presides at all meetings and has general supervision over the interests of the club.
2. Chairs the Executive Committee and the Board of Directors.
3. Is an ex-officio member of all committees and departments except the nominating committee.
4. Appoints special committees as needed.
5. Serves on the Budget Committee.
1. Responsible for sign-up sheets for departments, committees and social obligation at the May and September meetings.
Responsible for revising and printing members’ handbooks, and making new nametags for the September General Meeting.
Greets members and guests, checks and reports attendance at each General Meeting.
Responsible for seeing that the facility is clean and locked up before leaving the meeting.
Takes the place of the President at the President’s request.
Serves on the Budget Committee.
Chairs the By-Laws Committee.
Keeps a scrapbook of all notices, club documents and club activities that will be given to the President at the end of the club year.
Responsible for collecting monies for and presenting a gift to the outgoing President.
The Immediate Past President
Serves as the chair of the Nominating Committee.
Serves on the Budget Committee.
The Recording Secretary
Records the minutes at each Executive Committee, Board of Directors’ and General Meetings.
Makes copies of the minutes of the General Meetings available to all members.
Makes copies of the minutes of the Executive Committee and Board of Directors’ meetings available to those members.
Serves as Program Chairperson to plan programs for general meetings.
The Corresponding Secretary
Handles all correspondence and writes notes of courtesy.
Is the editor of the newsletter.
Responsible for making sure that every member receives a copy of the newsletter by mail or email.
Prepares ballots when necessary.
Responsible for sign-up sheets for Sparrow’s Nest and monthly club meeting hostesses.
Has charge of all funds and pays such bills as approved by the Executive Committee.
Keeps financial records, which shall be reviewed once a year by a review committee.
Chairs the Budget Committee.
Submits a monthly financial report to the membership.
Deposits receipts within 14 days of receipt.
Reconciles the checkbook with Bank Statement every month.
Chairs the Donation Committee
ARTICLE VIII ELECTION OF OFFICERS
Section l. The Nominating Committee
The Immediate Past President, or if unavailable, an active Past President shall serve as chair of the Nominating Committee.
At the January General meeting, 3 Board members and 3 General members shall volunteer or be appointed to serve on the Nominating Committee.
The current Vice-President will be invited to attend the Nominating Committee Meeting.
A member may not serve on the Nominating Committee for two (2) consecutive years.
Section 2. Procedure
The Nominating Committee shall prepare a slate of Nominees for the club offices and appoint the Ways and Means Chair, the Publicity Chair, and the Membership Chair for the ensuing club year.
The Nominating Committee shall distribute questionnaires to all club members prior to the the February meeting, requesting information on their interest in serving the club during the upcoming year. Questionnaires shall be returned to the Nominating Committee Chair prior to or at the February General meeting.
The Nominating Committee will consider the skills and qualifications of those interested in serving as officers.
The current President and Vice-President will be given the first consideration of serving as President before others are asked to fulfill the role.
The slate of officer nominees and the appointees (Ways and Means, Publicity and Membership) selected by the Nominating Committee shall be published in the April newsletter.
The Nominating Committee shall present its slate of officers to the club no later than the April General Meeting. At this time nominations from the floor will be accepted for any office. Each nominee must be consulted before being put on the slate.
The election shall be held at the April General Meeting, when nominations will again be accepted from the floor. When there is only one candidate for an office, election will be by voice. If there are nominations from the floor, voting will be by ballot.
If voting by ballot is necessary, the Inspector of the Vote shall count the ballots and present the results to the President. The candidate receiving the largest number of votes shall be declared elected.
After confirmation of the vote by the membership and by unanimous vote, the Inspector of the Vote shall destroy all ballots.
ARTICLE IX BOARD OF DIRECTORS
Section 1. The Board of Directors consists of the elected officers and the chairs of the standing committees, community service programs, and club projects.
Section 2. The Board of Directors shall report on the activities of the community service programs, committees and projects at each meeting. They shall make recommendations on major issues to be discussed and voted on at the General Meetings, and make decisions on issues of secondary importance.
Section 3. The Community Service Program Chairs will be determined through the interest of members and the volunteers themselves may share responsibilities if mutually agreed. If any member chooses to chair the Arts, Conservation, Education, Home Life, International Outreach, or Public Issues Community Service Programs, they may present themselves as a volunteer to do so and be appointed by the Executive Committee. If no general member is found to fulfill the duties of a Community Service Program chair, the Board of Directors or the President is responsible for said duties.
The duties of the Community Service Programs chair shall be as follows:
To study program materials and take advantage of tools and materials available from GFWC and/or program resources to effectively implement successful program(s).
To work closely with the president and members of the specific community service program committee on promoting and implementing programs of work.
To organize and coordinate the work of the specific community service program committee.
To read the state publications and GFWC Clubwoman magazine for program updates.
To make an effort to attend district, state and GFWC meetings and to encourage other members to do likewise.
To promote club program(s) to potential members, media, etc.
To establish and maintain communication with corresponding district, state or national chairs.
To take responsibility for writing federated reports on each club activity in the specific community service program.
Section 4. The Chairs of the Social Committee, Community Improvement Program Award, and Special Projects will be determined through the interest of members and the volunteers themselves may share responsibilities if mutually agreed. If any member chooses to chair one of these committees, they may present themselves as a volunteer to do so and be appointed by the Executive Committee. If no general member is found to fulfill the duties of the Social, Community Improvement Program Award or Special Projects chair, the Board of Directors or the President is responsible for said duties.
Other committee chairs delineated in this section are determined through other means and explained in other articles.
The duties of the Standing Committee Chairs shall be as follows:
MEMBERSHIP: The Membership Chair and the Committee shall be in charge of the Membership campaign and instruct new members about the rules and purpose of the club. The Membership Chair may act in an advisory capacity to the President and the Executive Committee. The Chair shall greet members and their guests at General Meetings.
WAYS & MEANS: The Ways and Means Chair and the committee shall be in charge of all fund-raising projects including Wonderfest, the club’s annual fall Arts & Crafts Fair. Co-chairs for the standing committees of Wonderfest will be determined on an annual basis and said chairs will assist the Ways and Means Chair and by default, will serve on the Ways and Means committee. The Ways and Means Chair may act in an advisory capacity to the President and the Executive Committee.
SOCIAL: The Social Chair and the committee will plan activities to encourage interest in or from new members and interaction among current members.
PUBLICITY: The Publicity Chair and the committee shall have charge of putting notices of club activities and meetings in the newspaper and other media. The Chair shall promote the club’s activities.
COMMUNITY IMPROVEMENT PROGRAM AWARD: The Community Improvement Program Award Chair and the committee shall be responsible for pursuing the club’s community improvement project, and shall keep an accurate record of such activities.
SPECIAL PROJECTS: The Special Projects Chair and the committee shall be responsible for pursuing the local, district, state and/or international special projects such as Junior Special Project-Advocates for Children or the GFWC Signature Project-Domestic Violence Awareness and Prevention, and shall keep an accurate record of such activities.
BUDGET COMMITTEE: The Budget Committee consists of the President, Vice-President, Treasurer, Ways and Means Chair, and the Immediate Past President. The Budget Committee meets prior to the presentation of the new budget to the general membership at its September meeting.
BYLAWS COMMITTEE: The Bylaws Committee consists of the Vice-President as Chair and at least one other General member. The by-laws shall be reviewed annually.
ARTICLE X SPECIAL APPOINTMENTS
Section 1. Reviewer of Books
A General club member shall be appointed as Reviewer by the Executive Committee at the end of each fiscal year. If the reviewer chooses to form a committee, the committee cannot include the immediate Past President, or the immediate Past Treasurer. The reviewer and/or committee shall complete the review prior to the time that books should be transferred to the next administration or by July 1.
Section 2. Parliamentary Advisor
A General club member shall be appointed as a Parliamentary Advisor by the President, with the consent of the Executive Committee, prior to the start of that administration.
ARTICLE XI DELEGATES TO CONFERENCES, CONVENTIONS, INSTITUTES, AND WORKSHOPS
Section 1. Delegates to Conferences and Conventions
The number of voting delegates shall be determined by Federation guidelines.
The voting delegates to GFWC-WI Junior Fall Conference, GFWC-WI State, and GFWC-WI Southern Prairies District Conventions shall be in order of priority;
The President, Vice-President, Recording Secretary, Treasurer, Corresponding Secretary.
Any other member appointed by the board. Priority shall be given to incumbent board members.
An allotment for registration and lunch may be provided for the members of the Executive Committee or their delegates in the event these officers are unable to attend and for any club member in a federated, state or district position who attends a conference or convention based on the amount available in the annual budget.
c. The voting delegates to the GFWC International Convention shall be in order of priority:
The President, Vice-President, Recording Secretary, Treasurer, and Corresponding Secretary.
Any other member appointed by the board. Priority shall be given to incumbent board members.
3. A portion of expenses for Executive Committee members or any club member in a federated, state or district position may or may not be provided based on the amount available in the annual budget.
Section 2. Delegates to Institutes and Workshops.
a. An allotment for registration and lunch may be provided for the voting delegates, and for any club member in a federated, state, or district position that attends an institute or workshop based on the amount available in the annual budget.
ARTICLE XII AMENDMENTS
Section 1. These By-laws may be amended at any regular meeting by a 2/3rds vote of those present, providing previous written notice of the proposed amendment(s) has (have) been given to all members.
ARTICLE XIII PARLIAMENTARY AUTHORITY
Section 1. “Parliamentary Procedure” by Marie H. Suthers or “Robert’s Rules of Orders” (most current edition for the time) shall be the parliamentary authority for the club.
Section 2. The President with consent of the Executive Committee shall appoint the parliamentary advisor.
ARTICLE XIV DISSOLUTION OR CEASATION OF AFFILIATION
Section 1. In the event of the dissolution of the GFWC Beloit Junior Woman’s Club, the total assets shall be liquidated and allotted to another 501(c)3 charitable organization to be determined by the GFWC Beloit Junior Woman’s Club Board of Directors in accordance with government regulations. “Parliamentary Procedure” by Marie H. Suthers or “Robert’s Rules of Orders” (most current edition for the time) shall be the parliamentary authority for the club.
ARTICLE XV ETHICAL STANDARDS
Section 1. Ethical Standards: GFWC Beloit Junior Woman’s Club requires its Officers, Board of Directors, Members, and Constituent Divisions to observe high standards of ethical conduct in the execution of their duties and responsibilities.
Section 2. Confidentiality: Officers, the Board of Directors, Members, or Constituent Divisions shall not disclose confidential or propriety information belonging to GFWC, GFWC-WI or GFWC Beloit Junior Woman’s Club or obtained through their affiliation with the organization, other than to persons who have a legitimate or legal need for such information.
Section 3. Conflict of Interest: Officers, the Board of Directors, Members, or Constituent Divisions shall act in the best interest of GFWC, GFWC-WI and GFWC Beloit Junior Woman’s Club. They shall be disqualified from acting when they have any actual or potential conflict of interest that may impede or be perceived as impeding their capacity to act in good faith in the best interest of the organization.
Section 3.1: Presumption of Conflict: A conflict of interest shall be presumed when:
An Officer or member of the Board of Directors; or
Any individual acting in that capacity for a Member or Constituent Division; or
A member of their immediate family has a close affiliation or interest in an affected organization or company or could expect financial gain or loss from a matter being considered by GFWC, GFWC-WI or GFWC Beloit Junior Woman’s Club.
Section 3.2: Public Positions: No Officer, member of the Board of Directors, Member or Constituent Division, while acting in their official GFWC, GFWC-WI or GFWC Beloit Junior Woman’s Club capacity, may take a public position on any issue:
That is not in conformity with the official position of GFWC, GFWC-WI or GFWC Beloit Junior Woman’s Club; or
On which GFWC, GFWC-WI or GFWC Beloit Junior Woman’s Club have taken no formal position.
Section 4: Indemnification: GFWC Beloit Junior Woman’s Club shall indemnify, to the fullest extent permitted by law, any current or former Officer or member of the Board of Directors for liability resulting from acts taken on behalf of GFWC Beloit Junior Woman’s Club in their official capacity. An individual shall be entitled to indemnity only to the extent that GFWC Beloit Junior Woman’s Club authorized their conduct. The Board of Directors shall take action as may be necessary to authorize an appropriate amount of indemnification, after consulting with legal counsel.
Revised: April 13, 2017