Heathrow Women's Club By Laws
|Article # 1||This club shall be known as the Heathrow Women's Club.|
|Article # 2||The Heathrow Women's Club, Inc. shall be organized and operated for charitable, educational and social purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code and shall otherwise comply with any requirements for classifications as an exempt organization under such.|
|Article # 3 Membership||Members shall be entitled to vote, to hold office and may sponsor new members. All members are encouraged to serve on at least one club committee each year. Members are required to fulfill committee assignments and to financially support the fundraising projects and designated charities.|
|Honorary Membership||Honorary members are excused from voting and dues responsibility. They shall enjoy all the rights and privileges of membership. They are asked to attend and support all fundraising projects of the Heathrow Women's Club.|
|Article # 4 Officers||4-1 The officers of the Heathrow Women's Club shall be: President, Executive Vice President, Program Vice President, Membership Vice President, Charitable Endeavors Vice President, Ways & Means Vice President, Treasurer, Recording Secretary, Corresponding Secretary, Advisor and Parliamentarian. These elected officers shall constitute the Executive Board.|
|4-2 The officers shall be elected at the April General Membership Meeting and installed at the May General Membership Meeting and will assume their duties as of the Transitional Meeting in June.|
|4-3 A vacancy in the office of President shall be filled by the Executive Vice President. If the Executive Vice President is unable to assume the office, then one of the Vice Presidents in the following order - Program, Membership, Charitable Endeavors, or Ways & Means will assume the office.|
|4-4 The Executive Board and the Standing Committee Chairwomen shall constitute the Board of Directors.|
|4-5 At the discretion of the Executive Board the positions of Vice President of Programs, Membership, Charitable Endeavors and Ways & Means shall be shared by two Members who will serve as Co-Chairs. These Co-Chairs must coordinate their input and participation at Board Meetings. Only one may vote at any Board Meeting.|
|Article # 5 Duties of the Officers||5-1 The President shall preside at all meetings of the Board of Directors and General Membership; to serve as the official representative of the Heathrow Women's Club; to serve as an ex-officio member of all committees except that of the Nominating Committee; and to serve as advisor for one year following her term as President. She will serve as custodian of all official documents and records.|
|5-2 The duties of the Executive Vice President shall be to perform the duties of the President in her absence or at her request and to serve as an ex-officio member of all committees except Nominating. The Executive Vice President will assume the office of the Presidency the following year and submit recommendations to the Nominating Committee for potential Board members.|
|5-3 The Program Vice President shall chair the Program Committee, provide monthly programs for the membership and communicate this information along with the menu for each meeting to the Communications Chairperson and Public Relations Chairwomen for the website, press releases and "The Newz." The Program Vice President shall be elected for a one-year term and may be re-elected for one additional term in succession.|
|5-5 The Charitable Endeavors Vice President shall chair a committee to review and suggest charities to be supported by the Heathrow Women's Club and its charities. The Charitable Endeavors Vice President shall be elected for a one-year term and may be re-elected for one additional term in succession.|
|5-6 The Ways & Means Vice President shall chair the Ways & Means Committee and be responsible for coordinating the fundraising efforts of the Heathrow Women's Club for its selected charities. The Ways and Means Vice President shall be elected for a one-year term and may be re-elected for one additional term in succession.|
|5-7 The Recording Secretary shall keep the minutes of all meetings, type and distribute copies to the board members. The Recording Secretary shall be elected for a one-year term and may be re-elected for one additional term in succession.|
|5-8 The Corresponding Secretary shall handle all correspondence and distribute club mail to the appropriate parties. The Corresponding Secretary shall be elected for a one-year term and may be re-elected for one additional term in succession.|
|5-9 The Treasurer shall be responsible for the handling of all monies, the accountability for receipts and disbursements, the payment of all bills promptly by check, having accounts and vouchers available for an internal audit at the close of the fiscal year, the presentation of a quality financial statement and the transferal to the incoming Treasurer custody of all funds and records pertinent to the office at the close of the fiscal year. She will serve as Chairperson of the Finance Committee. The Treasurer re-elected may serve a maximum of three years.|
|5-10 The Parliamentarian shall serve as an advisor to the President in all matters pertaining to rules of conduct, serve as Chairwoman of the Nominating Committee and perform the duties of Sgt. of Arms. The position of Parliamentarian shall be appointed by the President for a term of one year.|
|5-11 The Advisor is the past president for the preceding year and will serve on the Executive Board for the current year. The Advisor will serve on the Nominating Committee.|
|Article 6 Standing Committees||Finance, Focus, Hospitality, Communications, Public Relations, Social, Telephone Committee|
|Article # 7 Meetings||7-1 The General Membership meetings shall be on the second Tuesday of each month from September through May unless changed by the Executive Board and approved by the membership.|
|7-2 A quorum of the General Membership shall consist of one-third of the members. A quorum of the Executive Board shall consist of not less than one-third of the Executive Board members.|
|7-3 There shall be a Nominating Committee of three plus the Advisor. The Nominating Committee shall consist of the Parliamentarian and two members appointed by the President. One member shall have served previously on a nominating committee. This committee shall present the nominating ballot at the March General Membership meeting. Election shall be by a majority vote at the April General Membership meeting and installation no later than the May General Membership meeting.|
|7-4 Detailed written reports are to be presented by all Board Members to the President no later than April 30. The President shall subsequently submit an end of year outline report in the June issue of the Newsletter.|
|7-5 Special meetings may be called by the President upon the request of the Executive Board and may also be called upon the request of one-tenth of the membership. At least 48 hours notice shall be given.|
|Article # 8||8-1 The Board of Directors consisting of the Executive Board and Standing Committee Chairwomen shall meet a minimum of ten times a year at a time and place selected at the discretion of the President.|
|8-2 In case an emergency arises between Board Meetings, the Executive Board shall be empowered to transact the business of the club.|
|Article # 9 Dues and Finances||9-1 Members of the Heathrow Women's Club are obligated to the club for the payment of dues as fixed by the majority vote of the membership. Dues are payable upon receipt of membership renewal notice in May. Payment of dues after July 15 may result in omission of member information in the Yearbook for the coming year. New members paying dues between January 1 and March 31 will pay full yearly dues to HWC and half yearly dues to HWCC. Dues must be current to participate in any club members only social activities.|
|9-2 The Treasurer shall notify a member of unpaid reservations. Members shall be responsible for all financial obligations to the club. Failure to pay shall result in termination of membership.|
|9-3 The fiscal year shall be from June 1st through May 31st.|
|Article # 10||AmendmentsThe bylaws may be amended at any General Membership meeting by a quorum of one-third. Approval must be by two-third vote provided a four week notice has been given.|
|Article # 11||In case the corporation wishes to dissolve and by due process of law shall dissolve all assets of whatever nature, or their equivalent in value which remain after the just debts and liabilities of this corporation have been satisfied shall be used for such educational or public purpose or purposes, within the State of Florida, as will complete or continue undertakings for the public benefit which are already begun by the Heathrow Women's Club and any remaining assets shall be distributed for purpose or purposes within the scope of Internal Revenue Service 501(c)(3). No part of the net income or earnings of the corporation shall be inure to the benefit of any individual member or be distributed to its members or officers.|
|Article # 12 Parliamentary Authority||Roberts Rules of Order Newly Revised shall be the Authority of the Heathrow Women's Club.|
Heathrow Women’s Club
Policies & Procedures
Transitional Board Meeting
The outgoing chairpersons will go over the job descriptions, give current reports and pass information on to the incoming officers. They should not overload them with extraneous information. Instead the outgoing chairpersons should make themselves available in the future to assist and answer questions.
The outgoing President will set up the Transition Meeting. The outgoing Board will be responsible for refreshments, so there will be no cost to HWC.
Board of Directors Meetings
All members of the Board have voting privileges. This includes the Executive Board and the Standing Committee Chairpersons. If a position is shared by two people, only one may vote. All members are expected to attend and participate in board meetings to ensure the welfare of the club.
As stated in the Bylaws, “In case an emergency arises between Board Meetings, the Executive Board shall be empowered to transact the business of the club.”
Board meetings will be held monthly except December and May on a schedule determined by the President and provided to the incoming Board at the Transitional Board Meeting.
General Luncheon Meetings
The luncheons are held the 2nd Tuesday of the month. Registration starts at 11:00 am and the meeting/luncheon at 11:30 am.
The Parliamentarian shall open the meeting with a salute to the flag. A member chosen by the Parliamentarian will then read the club “Collect”.
The Parliamentarian shall introduce the President after the reading of the “Collect”.
The President shall announce that the minutes from the last meeting are available from the Recording Secretary after the meeting, if anyone would like to read them.
New business must be presented to the Board before presenting to general members at the meeting.
Chairpersons shall give prior notice to the President if they desire to speak at the meeting.
Board of Director Roles
Directors will serve as advocates for the Heathrow Women's Club, Inc. and Heathrow Women's Club Charities, Inc. Each should plan to participate in or attend as many HWC, Inc., and HWCC, Inc. sponsored events as possible every year with a minimum expectation of two. Board members will serve as Public Relations ambassadors for the Heathrow Women's Club, by attending community sponsored events as well.
Directors will attend at least eight out of ten scheduled Board of Directors meetings annually. Each board member's input is invaluable in discussions and overall decision making for all committees.
Board members will support the major fundraiser through hands-on participation and attendance at Ways and Means Committee planning meetings.
Board job descriptions should be reviewed and updated periodically by the Focus Committee.
All Board members shall submit a year-end report to the President no later than April 30.
The President and Executive VP are to be invited to all committee meetings.
Ways & Means
The selection of fundraising events is the responsibility of the new Board and the Chairperson of the Ways & Means Committee. (Board minutes. Feb. 25, 2003)
The Ways & Means Committee should be a shared responsibility. Chair people and members of the working sub-committees will be chosen at the first full committee meeting. After that only the chairpersons of the subcommittees will meet with the Ways & Means Chairpersons to report on their progress.
Monthly raffle tickets will be sold in the lobby prior to the meeting. Money needs to be counted, the amount recorded and given to the Treasurer. Club members donate the items to be raffled off.
The Charitable Endeavors committee reviews potential charities for support. The three criteria used to determine eligibility for consideration are: 1) the charity supports women and or children in Seminole County. 2) The charity is not sponsored by a religious or political entity. 3)The charity or entity under the umbrella of a charity does not receive substantial funding from local, state, and federal government agencies, or corporations.
The general membership, Board of Directors, and Heathrow Women's Club Committees may suggest charities to support. The Charitable Endeavors Committee conducts a careful review of each charity. The committee submits its recommendation to the Board listing those charities that should be supported in the coming operating year. The Board votes on these at the February Board meeting, and a final vote is taken by the general membership in April. Once chosen, the charities will be periodically reviewed to update their needs.
Generally, a maximum of four charities are supported financially during the club's operating calendar.
The monies to be donated should be divided among the charities.
The club fiscal year is June 1 through May 31.
Heathrow Women’s Club Charities, Inc. is a 501(c)(3) organization. Only this entity has tax-exempt status. To promote a political agenda/activity is a violation of tax-exempt status.
Members are responsible for payment of luncheon reservations even if they fail to attend. The treasurer shall notify a member of unpaid reservations.
By law, all gifts of $250.00 or more must be acknowledged in writing. Donors of less than that must have a receipt for IRS purposes. Therefore, any donation to HWCC in cash, check or other liquid assets will be acknowledged in writing by the Corresponding Secretary. The date and amount of the gift must be included. Those members who secure a donation for HWCC should be sure to obtain the name, and address of the donor. If the donation is in honor, or memory of someone, it is necessary to send a letter to that person or family indicating that the gift was made and by whom. Do not include the amount in that correspondence.
All members are expected to use correct forms to account for income and expenses to Treasurer and to include receipts. They are available on the HWC web site.
Heathrow Women’s Club Charities, Inc. must conspicuously display the registration number issued by the Department of Agriculture & Consumer Services and in capital letters the following statement on every printed solicitation, written confirmation, or reminder of contribution:
REGISTRATION #: CH17228
“A COPY OF THE OFFICIAL REGISTRATION AND FINANCIAL INFORMATION MAY BE OBTAINED FROM THE DIVISION OF CONSUMER SERVICES BY CALLING TOLL-FREE (800-435-7352 WITHIN THE STATE. REGISTRATION DOES NOT IMPLY ENDORSEMENT, APPROVAL, OR RECOMMENDATION BY THE STATE.”
All members will make their luncheon reservations on line or by calling their designated contact. When called by a member, the designated contact will go on line to make that reservation.
A member of the Finance Committee, appointed by the Treasurer will be responsible for compiling the list of luncheon attendees and giving it to the Treasurer. The Treasurer will contact the Country Club with the guaranteed number.
In August for the September Luncheon
The members who have expressed that they cannot make online reservations will be contacted by their assigned contact. This person will introduce herself and give her contact info so that the member can call her with future luncheon reservations.
The Program Chairperson shall be responsible for the menu and speakers.
In order to assure our compliance with our 501(c)(3) designation, programs may be neither political or religious in nature.
Speakers presenting programs to the club will not be permitted to sell their services or products directly. However cards or telephone numbers may be made available instead.
Speakers shall not receive remuneration.
Board members are to make no promises when approached for a possible speaker, charity or fundraiser. All suggestions can be brought to the Board for consideration.
Heathrow Women's Club Individual Memberships are issued to one person. They are neither transferable nor refundable.
Heathrow Women's Club Sponsorship Memberships are issued to businesses that donate large amounts of money to Heathrow Women's Club Charities. If it is consistent with the current sponsorship program, the business will be encouraged to assign an individual to represent it. A name tag will be issued containing the name of the company and the title, Representative.
Nonmembers are encouraged to join the Heathrow Women’s Club after attending two meetings.
A function hosted by the Hospitality Committee will be held to familiarize new members with HWC Policies and Operations. This will be done as early in the Club year as feasible and repeated as necessary based on additions to our membership.
A fee will be charged to any member needing to replace their Name Tag. The Membership Chair should be contacted to obtain any replacement item.
The Membership Chairperson will provide the Treasurer with the names of new members. New members who have made reservations will be highlighted in order to flag them so the Hospitality Committee Chairperson becomes aware of their arrival. The Membership Chairperson will notify the Hospitality Chairperson so she can have her committee contact new members, invite them to the luncheon, arrange to greet them, give them their corsage and introduce them to others that day.
Two ladies will staff the check-in table each month.
Checks are to be made out to HWC. Cash payments are recorded in the CASH column, and checks in the CHECK column. Include the check number. Record any pertinent information in the COMMENT column.
No member will be allowed to solicit business, personal charities, and political causes or make other announcements at club functions unrelated to club business.
An online Membership Directory will be included on the HWC website with the member contact information password protected. All members will have access to the online Membership Directory by going to the HWC website and clicking on Membership Directory. It will be updated monthly, coinciding with the publication of The Newz.
Replacement of Officers
If a board member resigns before completing her term in office the Parliamentarian shall re-convene the Nominating Committee from the previous election cycle. This group will seek a person to replace the individual who resigned by using the committee's prior knowledge of possible candidates, plus the results of the current survey which indicates general members willing to chair a committee.
Once a candidate is chosen, and the board votes to approve, the candidate's name will be presented to the general membership at the next luncheon meeting for a final vote. An e-mail blast will notify the membership of the newly elected board member.
Only members in good standing may participate in social activities.
Members should be given preference when substitutes are needed for activities such as Bridge, Mah Jongg, Canasta etc.
For functions where a member may invite an adult guest to attend, or when there is a couple oriented activity, the member may invite a guest of any gender.
If any member objects to the scheduling of an activity due to a religious holiday, the activity should be cancelled and rescheduled on a more appropriate date.