MISSION:

The purpose of this Club shall be to welcome newcomers and to be of service to the community.

Link to:

The Hospitality Committee

Gainesville Newcomers' Club Bylaws

Gainesville Newcomers' Club Bylaws

BYLAWS OF THE GAINESVILLE NEWCOMERS’ CLUB

ARTICLE I - NAME

The name of this Club shall be GAINESVILLE NEWCOMERS’ CLUB.

ARTICLE II - PURPOSE

The purpose of this Club shall be to welcome newcomers and to be of service to the community.

ARTICLE III - MEMBERSHIP

SECTION 1. ACTIVE MEMBERSHIP

a. All interested women who have lived in Gainesville/ Hall County for less than (3) years may become members upon payment of dues.

b. Any member who moves from Gainesville/Hall County may not renew their membership in the Gainesville Newcomers' Club. Membership may be renewed if the former member moves back into Hall County.

c. A prospective member must attend at least one meeting (but no more than three) as a visitor before joining, and prepay for the luncheon in advance to the Hospitality Chairman.

d. Only active members are eligible to participate in the Club’s interest groups and activities. Guests may attend when specifically invited to do so.

e. The membership roster (consisting of names of paid members), which is distributed to each member, shall not be used for mail-outs or solicitation of business. The roster shall be used only for reference and for the convenience of members.

f. An active member shall be defined as a member who has paid the current years dues.

g. Failure by a member to comply with the Bylaws of the Club will result in suspension of her membership.

h. Repeated violations of the Bylaws of the Club will result in the permanent loss of membership.

i. The Executive Officers of the Club shall handle requests for reinstatement on an individual basis.

Section 2. Suspended Membership

a. A member, who is in violation of the Bylaws or Policies of the Club, will receive written notification from a member of the Board of Directors and a date by which to rectify the violations. Failure to comply will result in a suspended membership.

b. The status of Suspended Membership prohibits a member from participation in all events and activities of the Club, until it becomes clear that the member is, once again, in compliance.

Section 3. – Alumni - was eliminated

ARTICLE IV - DUES

SECTION 1.

The amount of the annual dues shall be determined annually upon recommendation of the Board and approval of the general membership.

SECTION 2.

a. The fiscal year of the Club is from September 1st to August 31st.

b. Renewal dues are payable in June, July, or August. The cut off date is August 31st.

c. Dues paid by new members joining in June, July or August will apply to the following year. New Members joining in March, April or May will pay a prorated membership fee.

d. Members whose renewal dues are not paid by September 1st will lose their membership status. The Executive Officers of the Board shall handle requests for reinstatement on an individual basis.

ARTICLE V - OFFICERS

The elected officers (also known as Executive Officers) of this Club shall be: President, First Vice President/President Elect, Second Vice President, Recording Secretary, Corresponding Secretary, Treasurer and Parliamentarian.

SECTION 1.

PRESIDENT: The President shall preside at meetings, and shall perform the regular duties of the office. She shall be an ex-officio member of all committees, except the Nominating Committee.

SECTION 2.

FIRST VICE PRESIDENT: The First Vice President/President Elect shall fulfill all the duties of the President, when necessary, and will automatically become President the following year. The First Vice President/President Elect shall not be a member of the Nominating Committee. The First Vice President shall act as Parliamentarian in the absence of the Parliamentarian at any meeting of the Club.

SECTION 3.

SECOND VICE PRESIDENT: The Second Vice President will assist the First Vice President/President Elect and President as deemed necessary.

SECTION 4.

RECORDING SECRETARY: The Recording Secretary shall keep minutes of each meeting, and shall fulfill all the regular duties of the office. Meetings are defined as any meeting of the Executive Officers, Board, and the General Membership.

SECTION 5.

CORRESPONDING SECRETARY: The Corresponding Secretary shall handle all correspondence of the Club, and shall be responsible for distribution and mailing of the newsletters.

SECTION 6.

TREASURER: The Treasurer shall account for all monies received by the Club, pay all bills, and keep adequate records.

SECTION 7.

PARLIMENTARIAN: The Parliamentarian shall ensure the Club follows Sturgis’ Standard Code of Parliamentary Procedure.

ARTICLE VI - NOMINATION AND ELECTION OF OFFICERS AND STANDING COMMITTEE CHAIRPERSONS

SECTION 1. NOMINATION

a. The Nominating Committee shall be appointed by the Board, with the approval of the membership, four months prior to the election.

b. The Nominating Committee shall consist of two (2) members of the Board, one of which shall serve as Chairman, and three (3) active members.

c. The Nominating Committee shall present its slate of officers and Standing Committee Chairs one month before the election.

d. The nominated President must have served on the Board for at least one year.

e. In addition to selecting the nominees for the five elected officers of the Club, the Nominating Committee, shall also be responsible for selecting the chairperson of each Standing Committee of the Board.

SECTION 2. ELECTION

a. Election of Executive Officers and Standing Committee Chairs shall be held annually at the July Luncheon and Business Meeting.

b. Each nominee shall be voted upon separately. If no nominations are received from the floor, only one vote for the Executive Officers and Standing Committee Chairs is required.

c. No name shall be presented for nomination, either by the Nominating Committee, or from the floor, unless the nominee has agreed to serve if elected.

d. A majority of votes cast for each office constitutes an election.

e. This section of the Bylaws shall be read at the meeting preceding the election.

SECTION 3. THE FILLING OF VACANCIES

a. If an elected officer is unable to complete her term of office, the President shall appoint a new person, with the approval of the Board, to serve until the next scheduled election.

SECTION 4. ASSUMPTION OF DUTIES BY OFFICERS

The new Board shall take over the official duties of their position following their installation at the August Luncheon and Business Meeting.

ARTICLE VII – COMMITTEES

SECTION 1. BOARD

a. The Board consists of all elected Executive Officers and Standing Committee Chairpersons.

b. The Board shall meet monthly, prior to the regular monthly meetings of the Club.

c. The Board shall have general supervision of the affairs of the Club, make recommendations to the Club, and shall perform other duties as specified in these Bylaws.

d. The members present at this meeting shall constitute a quorum for the transaction of business.

SECTION 2. STANDING COMMITTEES

Each outgoing Standing Committee Chairperson must meet with the in-coming Standing Committee Chairperson at least once prior to the new chairperson assuming the job. All Standing Committee Chairs must adhere to the Guidelines and Responsibilities for their respective committee.

a. COMMUNITY SERVICE: The chairperson(s) is responsible for all community service projects.

b. HISTORIAN: The chairperson shall keep a photographic record of Club activities, and shall maintain the Club scrapbook.

c. HOSPITALITY: The chairperson(s) shall receive names of prospective members and invite them to meetings. The chairperson(s) will serve as hostesses at the monthly meetings.

d. INTEREST GROUPS: The chairperson(s) is responsible for organizing and coordinating Special Interest Groups.

e. LUNCHEON: The chairperson(s) is responsible for all luncheon details, menus, reservations, and contract negotiations with the provider.

f. MEMBERSHIP: The chairperson(s) will keep an up-to-date membership list and file, collect dues, and prepare and distribute a membership roster in September and an Addendum in February.

j. NAME TAGS: The chairperson shall provide permanent nametags for all Board members and nametags for all members, guests and Past Presidents who are still active members.

h. NEWSLETTER: The Editor is responsible for editing and layout, as well as printing of the newsletter each month.

i. PARLIAMENTARIAN: The Parliamentarian shall advise the Board and general membership of proper procedures and shall use, as her authority, the current edition of Sturgis Standard Code of Parliamentary Procedure.

j. PROGRAM: The chairperson(s) is responsible for planning and coordinating the program for each monthly Luncheon meeting.

k. PUBLICITY: The chairperson contacts newspapers, radio, etc. with appropriate information regarding Club activities.

l. COMMUNICATION: The chairperson(s) is responsible for informing all members of all the monthly Luncheon and Business Meetings and reporting a reservation count to the Luncheon Committee.

1. RESERVATIONS FOR LUNCH - It is absolutely necessary that each member who wishes to attend the monthly Luncheon make a reservation. If a reservation is not made, there may not be a seat available.

2. CANCELLATIONS – The Telephone Committee callers must remind Club members the Newcomers’ Club is required to pay for all reservations made. The Luncheon Committee must receive cancellations by the cancellation date, as determined by the Luncheon Committee prior to the Luncheon, or there will be a charge to the Club member for the lunch.

m. SPECIAL COMMITTEES: May be appointed by the President, with the approval of the Board, as needed.

ARTICLE VIII - MEETINGS

SECTION 1.

The regular monthly meeting shall be held on the fourth Wednesday of each month, unless otherwise indicated. The members present at this meeting shall constitute a quorum for the transaction of business.

ARTICLE IX - PARLIAMENTARY AUTHORITY

The rules contained in the current edition of Sturgis Standard Code of Parliamentary Procedure shall govern the Club in all cases to which they are applicable and in which they are not inconsistent with these By-Laws or any special rules of order adopted by the Club.

ARTICLE X – AMENDMENTS TO THE BYLAWS

These Bylaws may be amended at any regular meeting by a two-thirds vote of the active membership present, provided the amendment has been presented to, and approved by, the Board. The proposed amendment must be printed and distributed to the members no less than one (1) month before the vote.

ADDENDUM TO THE BYLAWS OF GAINESVILLE NEWCOMERS CLUB

BOARD POLICY

1. INTEREST GROUPS - The purpose of Interest Groups is to provide members an opportunity to join together in activities of common interest for social purposes. No Interest Group shall operate for personal financial profit.

2. DEATH OF MEMBER OR FAMILY - The Gainesville Newcomers’ Club will send cards of sympathy upon the death of a member or family member. In the case of the death of a member who has served on the Board, or on the death of the husband of a member who has served on the Board, the Gainesville Newcomers’ Club will make a donation of $25.00 to a charity of the family’s choice.

3. CONTRACT NEGOTIATIONS - The President shall be included in any contract negotiations for the Gainesville Newcomers’ Club, including those conducted by the Luncheon Committee regarding menus and prices, with any provider. All contracts will require the signatures of the President and Treasurer and signed copies will be provided to the President, the Chair of the Standing committee involved and the Treasurer.

4. ANNOUNCEMENTS AT MONTHLY LUNCHEONS - There will be no public service announcements made at the monthly Luncheon. Printed information on cultural or other group activities, which a member wishes to distribute, may be placed on the luncheon tables or on the sign-up table, after obtaining permission from the President. Announcements may always be placed on the Community Bulletin Board.

5. NON-PERFORMANCE OF DUTY - If a member of a committee or a volunteer on a committee is unable or unwilling to satisfactorily complete the duties required, she may be replaced at the discretion of the Board.

6. INTEREST GROUP CALLING LISTS - If a member does not attend three (3) consecutive interest group activities; her name will be dropped from the calling list. If she wants to attend at some time in the future she may call the Interest Group Coordinator or activity hostess to make a reservation. Those members who are regular attendees at these functions are urged to call the Interest Group hostess to make their reservations.

7. FINANCIAL REVIEW – In June, the Board will review the financial status of the Gainesville Newcomers’ Club. If surplus funds are available, the Board will make a recommendation to the general membership for contribution of these funds to specific community non-profit charitable organization(s).

8. FINANCIAL AUDIT - At year-end, the Club’s financial books will be audited. Upon completion of the audit, a report will be made to the Board.

9. Approval by the Board will be required before any Club member or organization can use the name “Gainesville Newcomers’ Club” or any Gainesville Newcomers’ Club resources for the purpose of fund raising.

10. Approval by the Gainesville Newcomers’ Club Standing Committee Chairperson(s) for Interest Groups is required before any new Interest Group can be organized and operate as part of the Gainesville Newcomers’ Club. No Interest Group shall meet during the Club’s monthly Luncheon and Business Meeting.

11. The newly elected Executive Officers shall present a budget to the Board for their approval at the September Board Meeting. The Treasurer shall present the approved budget for the current fiscal year to the general membership at the September Luncheon and Business Meeting for their approval.