By-Laws of the
Semiahmoo Ladies Club
ARTICLE I
NAME
The name of the Club shall be the Semiahmoo Ladies Club.
ARTICLE II
FISCAL YEAR
The fiscal year of the Club shall begin January 1st and end on December 31st.
ARTICLE III
PURPOSE
The purpose of the Club is to provide leadership, volunteers and philanthropic distributions to make a positive difference to the health, education, welfare and social needs within the communities of Blaine, Birch Bay andSemiahmoo. The club is organized exclusively for charitable and educational purposes under section 501 (c) (3) of the Internal Revenue Code, or corresponding section of any future federal tax code.
ARTICLE IV
MEMBERSHIP
SECTION 1. MEMBERSHIP QUALIFICATIONS
The membership of this organization shall be open to women who support the Club’s goal of building community among the members.
SECTION 2. ACTIVE MEMBERSHIPS
Active members are those members who pay the annual active membership dues of the Semiahmoo Ladies Club.
Each active member shall have one vote at membership meetings or by absentee ballot for each matter requiring a vote by all the active members during or for the fiscal year for which they have paid their dues.
Any member who was active prior to May 1, 1993, shall be deemed a Charter Member. Each Charter Member who is not a Semiahmoo Resort Community property owner shall remain a member of the Semiahmoo Ladies Club and shall have all the rights and responsibilities of active members so long as that member continues to pay dues on a consecutive annual basis.
SECTION 3. ANNUAL AND SPECIALMEETINGS
The Annual Meeting shall be held during the month of December with time and place being set by the Board. Special meetings of members may be called by the President or by order of the Board, or by the Secre-tary upon written request of not less than five (5) per cent of the active membership.
SECTION 4. NOTIFICATION OF ANNUAL AND SPECIAL MEETINGS
At least twenty (20) calendardays written notice shall be given of the Annual Meeting, and at least fourteen (14) calendardays written notice shall be given of special meetings to the active members.
The notice shall include all information about any matters upon which the members will vote as well as an optional absentee ballot.
Absentee ballots shall be signed, dated and postmarked or received by a Ladies Club officer no later than five (5) calendar days prior to the meeting at which voting will occur.
ARTICLE V
ELECTIONS
Board member elections shall be held at the annual meeting each December. A nominating committee directed by the Immediate Past President and two (2) non-Board active members shall issue a written request on each October 1 to the activemembership seeking nominations for Board positions.
Written nominations must be postmarked or received by a member of the nominating committee no later than October 31.
Notification of electoral candidates and voting shall occur in accordance with Articles IV and VI.
ARTICLE VI
BOARD MEMBERS
SECTION 1. MAJORITY VOTE
The Board shall be composed of the elected officers of the Club and other chairpersons and members as determined
by the board who shall each and all be active members in good standing of the Club and shall be elected by a simple
majority of those active members voting.
SECTION 2. OFFICERS
The officers of the Club shall be:
President
1st Vice-President
2nd Vice-President
Immediate Past President
Recording Secretary
Corresponding Secretary
Treasurer
Historian
Publicity Chairperson
Reservations Chairperson
Hospitality Chairperson
Members-at-large
Officers or appointees may be added at the discretion of the Board. The designated number of persons holding any one office shall be determined by a majority vote of the Board members.
In the event that an elected officer cannot fulfill her term, the Board may appoint an active member in good standing, to that position for the balance of the term.
Each office shall have one vote except the Immediate Past President who shall only vote in the event of a tie.
SECTION 3. TERM OF OFFICE
Except for the Immediate Past President, officers and Board members shall be elected by the active membership for a period of one (1) year. Officers shall be installed and assume the duties of their offices at the first meeting in January. No Board member may be elected to the same office for more than two (2) consecutive terms.
SECTION 4. DUTIES
PRESIDENT
(a) Shall convene the Board to assist in planning the calendar for the coming year.
(b) Shall have the power to convene the Board to transact business throughout the year as needed.
(c) Shall oversee the activities and meetings of all committees.
(d) Shall oversee all philanthropic endeavors of the Club.
(e) Shall oversee that the membership receives the required written notices as stated in the By-Laws.
1st VICE-PRESIDENT
(a) Shall assist the President in the President’s duties and in the President’s absence or incapacity shall perform the President’s duties and shall succeed to the unexpired term of the President in case of the inability of the President to serve.
(b) Shall coordinate the monthly functions, including menu, program, and venue.
2nd VICE-PRESIDENT
(a) Shall be responsible for the annual membership drive, including renewed and new memberships.
(b) Shall be responsible for assembly and publication of the membership roster.
(c) Shall be responsible for inviting new property owners and tenants of the Semiahmoo Resort Community to join the Club.
(d) Shall be responsible for providing the membership with the sign up form for participation inthe Club’s interest groups.
(e) Shall keep current the membership roster.
IMMEDIATE PAST PRESIDENT
(a) Shall serve as a member of the Board.
(b) Shall be an advisor to the President.
(c) Shall assist the President in the performance of such other duties as may be delegated.
RECORDING SECRETARY
(a) Shall keep the minutes of the meetings of the Semiahmoo Ladies Club.
(b) Shall be responsible for attendance records at the Board meetings and shall advise the President of attendance status of Officers.
(c) Shall be responsible for notifying all Board Members of all Board meetings.
CORRESPONDING SECRETARY
(a) Shall be responsible for all official correspondence of the Club.
TREASURER
(a) Shall have the responsibility for the custody of all funds of the Club.
(b) Shall maintain the proper financial records and render periodic financial statements to the Board.
(c) Shall sign checks for the general accounts. In the absence of the Treasurer, the President or 1st Vice-President may sign checks.
(d) Shall assist the President and 1st Vice-President in the creation of an annual budget and present the budget for approval at the January Board meeting.
HISTORIAN
(a) Shall maintain an album reflecting the activities of the Club, including photographs, and other memorabilia deemed appropriate for the historical records of the Club.
PUBLICITY CHAIRPERSON
(a) Shall be responsible for the Semiahmoo Ladies Club newsletter publication by both e-mail and/or posted mail.
(b) The newsletter will be published on a schedule determined by the Board at the start of each new year.
RESERVATIONS CHAIRPERSON
(a) Shall take reservations for all monthly meetings or special Social events.
(b) Shall check in members and guests at each event and collect all payments for the event.
(c) Shall order nametags for new members and take nametags to each of the planned functions.
HOSPITALITY CHAIRPERSON
(a) Shall be responsible for organizing and arranging the table decorations or centerpieces as needed for each of the monthly meetings or social events.
(b) Shall be responsible for new member gift bags and welcome.
MEMBERS-AT-LARGE
(a) Shall be available as needed to assist with Club activities.
ARTICLE VII
AMENDMENTS
SECTION 1. BY-LAWS
These By-Laws may be amended at any membership meeting, or at a special meeting of the active members of the Semiahmoo Ladies Club called for that purpose, by a 2/3 vote of the active members present and the absentee bal-lots received in accordance with the provisions of Article IV. No amendments shall be considered at any meeting unless at least twenty (20) calendar days written notice of the nature of the proposed amendment has been given to allactive members.
ARTICLE VIII
AUTHORITY AND NOTICE
Section 1. AUTHORITY
Robert’s Rules of Order, Revised shall be the authority on all points not covered by the rules of the Club.
Section 2. NOTICE
Where a notice is addressed to the member at her address as it appears on the records of the Club and posted, prepaid, by ordinary post or by e-mail, it will be deemed to have been received the day of posting.
ARTICLE IX
DISSOLUTION
Upon the dissolution of this organization and after payment of all outstanding debts of the organization, assets shall be distributed for one or more exempt purposes within the meaning of section 501 (c) (3) of the Internal Revenue Code, or corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government, for a public purpose.
STANDING RULES
1. The Roster shall not be used for commercial or political purposes.
2. The Club shall operate on the voucher system and reimbursements are made on receipt of such voucher. Any expenditure over $100.00 must have prior approval by the Board.
3. Each officer shall be responsible to carry out the duties of the job to which the officer is elected as outlined in the By-Laws.
4. Reservations are required for all events. Cancellation is required within seventy-two (72) hours or charges will be assessed against the member. Special dispensation may be granted by the Board.
5. Application for reimbursement of personal expenses must be made by the end of each fiscal year or the right to reimbursement shall be forfeited.
6. The Technical Representative will sit on the board but will not have voting rights, nor will the position have any time constraints as far as number of years the Technical Representative may serve.