By Laws
HACIENDA SOUTH WEST WOMEN’S CLUB
BY LAWS
ARTICLE I
NAME: The organization shall be called Hacienda SouthWest Women’s Club
ARTICLE II
PURPOSE: The purpose of the club is to provide social activities for its members and to make charitable contributions for designated charities.
ARTICLE III
SECTION 1: EXECUTIVE BOARD: The officers of the Board will meet monthly and as deemed necessary by the discretion of the Board.
SECTION 2: MEMBERSHIP: Meetings will be held monthly, January through December, excluding July and August.
SECTION 3: QUORUM – All Active members in good standing present at any regular meeting shall constitute a quorum.
SECTION 4: GUIDELINES - Changes to Guidelines are at the discretion of the Board.
ARTICLE IV
MEMBERSHIP QUALIFICATIONS AND DUES
SECTION 1: ELIGIBILITY: Every woman residing in the Villages of Hacienda South and West is considered eligible for membership. Women who are currently active members in good standing of HSWWC and have moved from Hacienda South or West may elect to remain a member by paying their annual dues; therefore, allowing them to participate in Club functions.
SECTION 2: DUES: Annual membership dues are due and payable at the January meeting. The dues for any new member joining after the summer break will be credited towards the upcoming year.
SECTION 3: MEMBERS IN GOOD STANDING: Members in good standing are members who have paid their dues.
SECTION 4: VOTING: Only members in good standing can make motions, vote on motions, nominate or be nominated for any office or committee chairmanship. All voting will take place at meetings and in person. Paper ballots will be used at the Board’s discretion or by membership request,
ARTICLE V
QUALIFICATION FOR OFFICERS AND CHAIRPERSONS
To qualify for a position as club officer or committee chairperson, the individual must be a member in good standing.
ARTICLE VI
OFFICERS
SECTION 1: PRESIDENT/CO-PRESIDENT: The President and/or Co-President of the Club shall preside at all meetings, appoint all committee chairpersons, authorize all calls for special club meetings and perform the duties as outlined in the Guidelines for President/Co President. The President or Co-President is an ex-officio member of all committees except the nominating committee and is to be invited to all committee meetings.
SECTION 2: VICE PRESIDENT: The Vice President shall assume the duties of the President/Co President in her absence and/or inability of the President/Co-President to serve. She will perform all duties as outlined in the Guidelines for Vice President.
SECTION 3: SECRETARY: The Secretary will record the minutes of each meeting and read or present them in writing at the following meeting. Records of the minutes are to be maintained for future reference. The Secretary will maintain a “Motions” file consisting of all motions made, accepted or defeated at each meeting. She will perform all duties as outlined in the Guidelines for the Secretary.
SECTION 4: TREASURER: The Treasurer shall have charge of all club funds. The Treasurer shall report the state of the funds at each meeting, She will perform all duties as outlined in the Guidelines for the Treasurer.
SECTION 5: ELECTED OFFICERS: Officers will be elected for one year. They shall consist of President and/or Co-President, Vice President, Secretary and Treasurer. No officer shall serve more than two consecutive years in the same office.
Section 6: VACANCIES: Board vacancies shall be filled by a majority vote of the remaining board; new officer shall hold office for the remainder of the term.
ARTICLE VII
CHECKING ACCOUNT: A not for profit checking account shall be established at a local bank. All monies from dues, fundraisers, donations/50/50 etc. will be deposited by the Treasurer. Money for the operation of the club, club projects, and charitable donations will be disbursed from the account.
ARTICLE VIII
STANDING COMMITTEE DUTIES: In addition to the duties as outlined below, all Chairpersons should review and follow the Guidelines for each committee.
SECTION 1: CHAPLAIN: The Chaplain shall open all meetings with a prayer or an inspirational reading.
SECTION 2: CHARITY: The chairperson will present to the BOARD all recommendations for specific charitable donations for approval prior to presenting to the membership
SECTION 3: FUND RAISING: The chairperson will present to the Board all recommendations for fundraising activities for approval prior to presenting to the membership.
SECTION 4: GOLF: The Chairperson will provide the opportunity for members to play weekly golf.
SECTION 5: MEMBERSHIP: The Chairperson shall collect annual dues and keep an up to date membership list.
SECTION 6: COMMUNICATIONS: The Chairperson will maintain the website and communicate with membership as directed by the Board.
SECTI0N 7: NOMINATING: At the September meeting the President and or Co President will appoint a three member committee. (Officers shall not be eligible to serve on the committee). The committee will seek individuals who show an interest in serving on the BOARD and are members in good standing. At the October meeting the committee will present a slate of at least one candidate for each position. Nominations may be made from the floor at the October and November meetings. The election of officers will be held at the November meeting. In the event there are no floor nominations and only one name is submitted for each position, a motion and second will be accepted to elect the proposed slate by acclamation. If two or more candidates are presented for any office, a closed ballot will be held. The candidate receiving the majority of votes will be declared elected. Newly elected officers will be installed and begin their term at the January Meeting.ee at the September Meeting. They will be responsible to fill any vacated office.
SECTION 8: PROGRAM: The Vice President will arrange for entertainment or a speaker at meetings as directed by the BOARD.
SECTION 9: PRAYER CHAIN: The Chairperson with approval of the individual or the family, will accept requests for prayers. The Chairperson will then notify the membership of these requests.
SECTION 10: REFRESHMENT: The Chairperson will provide refreshments for the monthly meeting unless otherwise directed by the Vice President.
SECTION 11: SOCIAL EVENTS: The chairperson will present to the Board all recommendations for social activities for the year.
SECTION 12: SUNSHINE: Chairpersons for this committee are responsible to welcome new residents to the Communities of West and South Hacienda. They are also responsible for sending good wishes to members who are ill or hospitalized. Upon the death of a member a charity donation in the amount of $50 will be sent to the Charity chosen by the family.
ARTICLE IX
SPECIAL COMMITTEES
SECTION 1: FINANCIAL RECORDS REVIEW: A committee of two active members will be appointed by the President/Co President to review the financial records of the club at the end of each club year, and other times as deemed necessary.
SECTION 2: BYLAWS: A committee of active members will be appointed by the President/Co President every three years to review and change the bylaws as necessary.
SECTION 3: NOMINATING: At that September meeting the President and or Co President will appoint a three member committee. (Officers shall not be eligible to serve on the committee). The committee will seek individuals who show an interest in serving on the BOARD and are members in good standing. At the October meeting the committee will present a slate of at least one candidate for each position. Nominations may be made from the floor at the October and November meetings. The election of officers will be held at the November meeting. In the event there are no floor nominations and only one name is submitted for each position, a motion and second will be accepted to elect the proposed slate by acclamation. If two or more candidates are presented for any office, a closed ballot will be held. The candidate receiving the majority of votes will be declared elected. Newly elected officers will be installed and begin their term at the January Meeting.
ARTICLE X
AMENDMENT OF BYLAWS
SECTION 1: These by-laws may be amended at any regular club meeting by a majority vote of the quorum as defined in Article III, Section 3 provided the amendment was submitted in writing at the previous regular meeting. This notice is to let the members know what the amendment is and that it is to be acted upon at a certain time.
SECTION 2: The rules contained in the new Robert Rules of Order shall govern this club except when they are inconsistent with the by laws of the club.
SECTION 3: Guidelines may be amended at any time by a majority vote of the Board.
NOTE: The Bylaws committee of Joanne Hegarty, Val Chirichella, and Linda Scamardi hereby submit these Bylaws for adoption on October 10, 2023 to replace the 2019 Bylaws of the club. Original Bylaws were established in April, 1999.