BYLAWS AND OPERATING PROCEDURES
FOR THE GLEN ARBOR WOMEN’S CLUB, INC.
Glen Arbor, Michigan 49636
MAY 2022
BYLAWS
Article I. Name
The name of this organization shall be the Glen Arbor Women’s Club, Inc. We are a Michigan Non-Profit 501(c)(3) Organization.
Article II. Purpose
The purpose of this club shall be to foster camaraderie among its members, to conduct non- partisan educational and informational programs and have fund-raising events to raise money for scholarships and other charitable organizations.
Article III. Mission Statement
The mission of this club is to be devoted to worthy and charitable purposes, the promotion of good will in the community, and the recognition of civic responsibilities.
Article IV. Membership
The members shall consist of women in the community who are interested in furthering the mission of the club. The current membership list shall include names, home addresses, email addresses and phone numbers. This data shall NOT be used for any solicitation or business other than the exclusive use of the Glen Arbor Women’s Club.
Article V. Executive Committee and The Board
Section 1. The Executive Committee shall be composed of the President, Vice-Presidents, Communications Secretary, Recording Secretary, Treasurer.
Section 2. The Board shall be composed of the Executive Committee, Assistant Treasurer, and all the Committee Chairpersons.
Article VI. Officers
Section 1. The officers of the Glen Arbor Women’s Club, Inc., shall be as follows: President, Vice-Presidents/Program Chairs, Recording Secretary, Communications Secretary, and Treasurer.
Section 2. The Resident Agent will be appointed by the Executive Committee. This will most likely be the current treasurer. Every time a new Resident Agent is named, the updated name and address must be provided to the State of Michigan. The Resident Agent is responsible for receiving and completing the yearly State of Michigan Non-Profit Corporation Information Update Form and any State of Michigan legal papers.
Section 3. These officers, except for the Resident Agent, shall be elected following the election procedure set forth in the Operating Procedures. The term of office shall be for a minimum of one year, to expire at the close of the June meeting.
Section 4. It is recommended that officers, except for the Resident Agent, shall not hold the same office for more than two consecutive years.
Article VII. Meetings
Section 1. Regular meetings shall be held on the second Tuesday of each month, September through June (except December and June being special meetings).
Section 2. Notice of each meeting shall be given to each member by mail or e-mail not less than one week prior to the meeting.
Section 3. Special meetings may be called by the President, but no business shall be transacted except that stated in the meeting notice.
Section 4. The members present at any properly announced meeting shall constitute a quorum. Any member with dues paid is eligible to vote.
Section 5. All issues voted on shall be decided by a simple majority of those present at the meeting.
Section 6.The generally accepted rules of parliamentary procedure shall govern the proceedings of this club.
Article VIII. Amendments
Section 1. The Bylaws should be reviewed at least once every five years. The Bylaws and Operating Procedures may be amended by two-thirds vote of the paid membership present at any regular meeting.
The proposed additions and/or changes made by the Bylaw Committee shall be either mailed or e-mailed to the membership a month before the meeting at which they will be discussed.
Proposed amendments shall be presented to and discussed with the membership by the Secretary at the regularly-announced membership meeting preceding the meeting at which the vote will be taken.
Article IX. Dissolution
Section 1. Approved at regular meeting in October 1991 that if the Glen Arbor Women’s Club, Inc. should dissolve, all real and personal property shall revert to the benefit of the local government.
OPERATING PROCEDURES
Article I. Dues
Section 1. Dues for the year shall be $30 for current members and $38 (includes name badge) for new members. Any change in amount shall be recommended by the Executive
Committee at the September meeting, voted on by those present and adopted by the majority vote.
Section 2. Annual dues should be paid by the September meeting.
Article II. Duties of Officers
Section 1. The President shall preside at all meetings of the Club, The Board, and the Executive Committee. She shall appoint committee chairpersons, and assign to such committee(s) their power and duties, and provide an informational folder for Board members.
The immediate past President will serve as an ex-officio member of the Executive Committee.
Section 2. The Vice-Presidents/Program Chairs shall preside in the absence of the President and be in charge of the program for each regular meeting.
There will be two Vice-Presidents elected in alternating years, each serving for a term of two years.
Section 3. The Communications Secretary shall attend to all correspondence all print and social media, as well as communications to the membership about club functions on behalf of the Club, and is responsible for publishing the membership directory. (Exception: The Running Bear Run Committee will handle its own communications.)
Section 4.The Recording Secretary shall keep an accurate record of all meetings of the Club, Executive Committee meetings and meetings of The Board, and be the chairperson of the Bylaw Committee when such committee is active.
Section 5.The Treasurer shall be responsible for completing and filing all Corporation papers yearly and any correspondence with the State of Michigan regarding Corporate business. The Treasurer is also responsible for the accurate accounting of the Club’s finances and report that information to the officers and membership on a monthly basis September 1st through August 31st of each year or on an as needed basis.
The Treasurer may, with the approval of the President, appoint an Assistant Treasurer, who will help the Treasurer when requested to do so. The Assistant Treasurer will be a member of The Board but not the Executive Committee.
Section 6. The Executive Committee shall be responsible for approving a balanced budget for the fiscal year September 1 through August 31st.
Article III. Duties of Committee Chairs and Assistant Officers
Section 1. Formation: Committee Chairpersons shall be appointed by the President.
Section 2. Duties of Committee Chairs and Assistant Officers:
Vice-Presidents/Program Chairs are responsible for preparing programs for each monthly meeting.
Assistant Treasurer will assist the Treasurer whenever requested, especially in collection of dues and helping with the Running Bear Run.
Hospitality Chair is responsible for monthly meeting refreshments, greeting guests as they arrive and overseeing meeting room setup.
Membership Chair is responsible for facilitating member and guest check-in at each regular membership meeting and maintaining all membership contact information.
Nominating Chair is responsible for filling the slate of officers as vacancies occur.
The committee is encouraged to look first to The Board to find a slate for the Executive Committee.
Scholarship Chair is responsible for leading the committee facilitating the selection and review of scholarship candidates and determination of recipients.
Holiday Dinner Chair is responsible for all aspects of the December Holiday Dinner. Scholarship Reception Chair is responsible for all aspects of the June Scholarship Reception.
Community Giving Chair is responsible for leading the committee for the review of grant applications and determination of recipients.
Historians are charged with keeping the records of all published events pertaining to the Club, including but not limited to articles and pictures that will be of interest to future members.
Running Bear Run Chair is responsible for organizing the club’s only fund-raising event, the proceeds from which provides scholarships for students at Glen Lake High School.
Historically the family fun run occurs on the fourth Tuesday of July each year.
Section 3. Committee chairs shall be responsible for staying within financial guidelines given by the Executive Committee and assuring smooth operations of their committees.
They will report to the membership and inform the news media about items of interest pertaining to their committees after first clearing those items with the President.
Committee chairs will be given a folder that includes the financial guidelines and workings of their committees.
Article IV. Elections
Section 1. Election procedure shall be as follows:
By the end of February, the President shall select three members to serve on a Nominating Committee.
At least two weeks before the May meeting, the Nominating Committee Chair will send the proposed slate of officers to the membership.
At the May membership meeting, the Nominating Committee will present the slate of officers and accept nominations from the floor. Anyone nominated from the floor must have given her prior consent. The vote shall be taken thereafter.
The vote shall be by written ballot if more than one person is running per office.
A simple majority of votes cast shall constitute an election.
Section 2. Newly elected officers will be installed at the June membership meeting. It is recommended that the new and old Executive Committee members meet for orientation after the election but before the installation to assure a smooth transition.