ByLaws

Access the Approved 2018 ByLaws (voted on and approved by TWOQC’s general membership on 8/27/2018).


THE WOMEN OF QUAIL CREEK

2018 BYLAWS

 

MISSION STATEMENT

To provide a forum for Quail Creek women to participate in cultural, educational and recreational programs in a friendly atmosphere with an emphasis on supporting worthy causes of particular interest to women within the local community and beyond.

 

ARTICLE I

NAME

This Club shall be known as “The Women of Quail Creek” (TWOQC).

 

ARTICLE II

MEETINGS

Section 1.        Regular meetings of the Club shall be held on the last Monday of each month.  Meeting dates may be changed due to a holiday or other commitments or a monthly meeting may be omitted entirely at the discretion of the Executive Board.

Section 2.        Special meetings of the Club may be held at any time at the discretion of the Executive Board, provided notice thereof is given to the members at least seven (7) days in advance of the meeting by e-mail, US mail for those without email and by posting on the Club website.

Section 3.        All members in good standing shall be entitled to vote at any regular or special meeting and to participate in any proceedings thereof.

 

ARTICLE III

MEMBERSHIP AND DUES

Section 1.        Membership is open to all women who reside in Quail Creek, whether a homeowner or renter.  There shall be only one class of membership, whether the resident is a full or part-time resident.

Section 2.         Annual calendar year dues in the amount of $25.00 shall be collected by the Membership Chair starting at the final program gathering in September for the following calendar year.  Anyone who has not renewed by January 31 shall be deleted from the Membership Roster.  New members joining at or after the September program shall pay the full dues for the current year and will be considered as fully paid through December 31 of the following year.

Section 3.        The amount of annual dues may be changed, if deemed necessary, at the recommendation of the Executive Board with approval of the General Membership.

Section 4.        Prospective members may attend one regular or luncheon meeting or field trip event prior to paying the annual dues.  This is a one-time only privilege and may not be repeated.

 

ARTICLE IV

OFFICERS AND EXECUTIVE BOARD

Section 1.        The Women of Quail Creek shall be governed by an Executive Board consisting of eight elected members: President, President-Elect, Immediate Past President, 1st Vice President, 2nd Vice President, Secretary, Treasurer, and Program Chair.

In matters requiring a vote of the Executive Board, the President shall cast the tie-breaking vote.

The Term of office of the President, President-Elect, and Immediate Past President shall each be one year.

The President-Elect shall be chosen in December of each year by a vote of the general membership for a term of one year.  After such time she will accede to the Presidency for a one year term and then accede to the Immediate Past Presidency for a one year term.  There shall be no election for the positions of President and Immediate Past President.

The Immediate Past President is eligible for election to any Executive Board position that will begin after her term is fulfilled.

The term of office for the positions of 1st Vice President, 2nd Vice President, Secretary, Treasurer, and Program Chair shall be 2 years.  These officers may serve a maximum of two terms in the same office.  Subsequently, the same person may be elected to a different office for an additional elected term.

Section 2.        Meetings of the Executive Board shall generally be held prior to each regular meeting or program of the Club to discuss upcoming events.  Pertinent items from Executive Board meetings will be presented to the General Membership.

Section 3.        If an elected officer is absent from more than three consecutive Executive Board meetings without the approval of the Executive Board, that office shall be declared vacant. The President or Immediate Past President shall, with the ratification of the Executive Board, appoint a successor to complete the unexpired term.

Section 4.        In the event of the resignation of any elected officer other than the President-Elect, or the termination of her membership, her successor shall be appointed by the President and ratified by the Executive Board.  The appointed successor shall serve for the remaining term of the resigning officer.  If for any reason the President cannot complete her term of office, the President-Elect shall serve for the duration of the unexpired term and then accede to the Presidency as previously stated.

If for any reason the President-Elect cannot complete her term of office, the club shall hold a special election as outlined in these Bylaws.  Until the Special Election has been completed the Immediate Past President will assume duties of the President-Elect upon request of the President.

Section 5.     Any member of the Executive Board may be removed from office by vote of no confidence by the remaining majority of voting members of the Executive Board. Such a vote may only take place after notification in writing of pending action to the affected Executive Board member. The Executive Board shall convene in Executive Session, any subsequent vote being by secret ballot.

Section 6.     Election of officers shall take place at the December meeting of the General Membership.  Newly elected officers shall assume their duties as of January 1.

 

ARTICLE V

DUTIES OF OFFICERS

Section 1.        The President shall:

  • Be the chief administrator of the Club,
  • Preside over all General Membership and Executive Board meetings,
  • Develop and distribute, prior to each Executive Board meeting, the agenda for all Executive Board meetings,
  • Be an ex-officio member of all committees, except the Nominating Committee,
  • Appoint all project coordinators and/or chairs of special committees and provide a charge to each project or committee. (remove green highlighted section)
  • Annually appoint two Club members and/or an accounting professional to review the Treasurer’s books no later than 30 days after the end of the calendar year and submit a written Audit report no later than the end of the first quarter of said year to the Executive Board,
  • Prepare periodic messages on Club activities to be circulated to all members,
  • Meet with the Activities Coordinator to complete and submit annual calendar and room request data in accordance with the POA/Madera Clubhouse requirements,
  • Shall be authorized to sign all contracts or agreements on behalf of the club in the absence of the Treasurer,
  • Cast the deciding vote in the event of a tie on any Executive Board decisions,
  • Act as the Club’s representative in any matters before the POA,
  • Be a full-time resident of Quail Creek.

Section 2.        The President-Elect shall:

  • Assist the President, as requested.
  • Assume the President’s duties in her absence.
  • Be an ex-officio member of all committees, except the Nominating Committee.
  • Attend Executive Board and general meetings.
  • Provide a monthly report to the Executive Board of all activities related to her duties.
  • Be a full-time resident of Quail Creek.

Section 3.        The Immediate Past President shall:

  • Serve as mentor to the President and President-Elect.
  • Serve as liaison to the greater Green Valley/Sahuarita and Tucson areas working with organizations to identify and develop potential service projects for TWOQC.
  • Assist the President as requested.
  • Attend Executive Board and general meetings.
  • Provide a monthly report to the Executive Board of all activities related to her duties.
  • Be a full-time resident of Quail Creek.

Section 4.        The 1st Vice President shall:

  • Serve as coordinator of publicity,
  • Provide and/or author information for articles, announcements and flyers pertaining to programs and events of the club,
  • Provide articles and photographs to the Quail Creek Crossing for each monthly publication,
  • Assist the President and Webmaster in editing the Friday Morning Message and/or other publications as requested,
  • Work with local media to provide coverage of TWOQC events,
  • Attend Executive Board and general meetings,
  • Provide a monthly report to the Executive Board of all activities related to her duties,
  • Be a full-time resident of Quail Creek.

Section 5.        The 2nd Vice President shall:

  • Oversee and coordinate Membership volunteers,
  • Work with her volunteers to recruit and welcome new members throughout the year, collect dues and contact information as required, accept and record membership renewals each year, record all check numbers and submit all cash and checks to the Treasurer for deposit,
  • Develop and maintain a tracking system to identify membership loyalty and/or turnover.
  • Update and maintain the membership database contact information each January and whenever there is a renewal or new member,
  • Set up and manage the sign-in procedure at monthly meetings,
  • Attend Executive Board and general meetings,
  • Provide a monthly report to the Executive Board of all activities related to her duties,
  • Be a full-time resident of Quail Creek.

Section 6.        The Secretary shall:

  • Record the minutes of all Executive Board meetings and those General Membership meetings where Club business requiring a vote is transacted for the permanent records of the Club,
  • Provide a draft of all such minutes to the President and Executive Board members within five days of said meetings,
  • Present an updated draft prior to monthly board meetings,
  • Process all correspondence as directed by the President,
  • Act as “Sunshine Chair” to send cards to ill and bereaved members, with expenses to be paid by the Club.
  • Notify any members without email addresses of all pertinent information concerning the Club and upcoming meetings,
  • Document Bylaws and Revisions and store on the Executive Board page of the website.
  • Attend Executive Board and general meetings.
  • Provide a monthly report to the Executive Board of all activities related to her duties.
  • Be a full-time resident of Quail Creek.

Section 7.        The Treasurer shall:

  • Receive and deposit all monies belonging to the Club,
  • Pay bills as authorized by the President. For all checks over $500, obtain the additional signature of the President or President-Elect,
  • Shall maintain the credit card for the club and provide procedures for its use,
  • Shall be authorized to sign all contracts or agreements on behalf of the club,
  • Require and retain receipts for all monies disbursed,
  • Maintain the permanent financial records of the Club and provide reports of current activity at all Executive Board meetings,
  • Attend Executive Board and General meetings,
  • Provide an annual financial accounting to Executive Board and membership no later than the end of the first quarter of the current calendar year,
  • Be proficient in financial software and basic accounting practices,
  • Be a full-time resident of Quail Creek.

Section 8.        The Program Director shall:

  • Serve as chair of the program committee.
  • With the committee, recruit and select speakers, entertainers and programs for general meetings, monthly programs, and luncheons.
  • Assure the completion of all contracts necessary to facilitate programs.
  • Assure compliance with rules regarding Quail Creek facilities use.
  • Attend Executive Board and general meetings.
  • Provide a monthly report to the Executive Board of all activities related to her duties.
  • Be a full-time resident of Quail Creek.

 

ARTICLE VI

SPECIAL PROJECTS AND COMMITTEES

Section 1.        From time to time, projects will require skills of a uniquely qualified member of TWOQC and a designated back up.  These projects will be overseen by a Project Coordinator appointed by the President.  There are no term limits on Project Coordination.

Section 1.1.     Special projects may include:

  • Webmaster, responsible for maintaining the Club’s website and making annual payments for the domain and website. All website related expenses will be reimbursed by the Treasurer.
  • Activities Coordinator, will coordinate all events within the confines of the Madera Clubhouse and will work closely with the Programs, Committee Chairs and Decorations Coordinator for said events. Will arrange room assignments for committee and Executive Board meetings.
  • Club Photographer, who shall be responsible for taking photographs of officers, committee chairs and members for the website and taking photographs at official Club functions for the permanent records of the Club. She will also coordinate with the Webmaster to post photographs to online photo albums.
  • Decorations Coordinator, shall be responsible for decorations and celebratory preparations for special programs of the Club. The coordinator will work within a budget established by the Executive Board and will be reimbursed for all authorized expenses.

Section 1.2.     Any expenses incurred in the conduct of special projects will be reimbursed by the Treasurer after approval of the President.

Section 1.3.     Any of these Project Coordinators may be invited to attend meetings of the Executive Board at the discretion of the President.  They shall not be entitled to vote during such meetings.

Section 1.4.     Additional Project Coordinators may be appointed as the need arises at the discretion of the President.

Section 1.5.     Projects may be retired when no longer deemed necessary or effective.

Section 2.        From time to time, the club shall create committees for the purpose of supporting projects approved by the Executive Board.  Such projects will reflect the mission of the organization and may include philanthropy.

Section 2.1.     Each committee will have a Chair and Assistant Chair if needed appointed by the President who will coordinate the committee’s efforts and who will provide periodic reports to the Executive Board. The committee chair will serve a term of two years, with an option to extend for one additional two-year term only.

Section 2.2.     The committee Chair will be responsible for providing a list of committee members at the request of the President.

Section 2.3.     The Committee Chair will be responsible for creating a list of procedures, a time-line for operations, and necessary forms for inclusion on the organization’s secure website and training manual.

Section 2.4.     Committees will be responsible for operating within budget guidelines established by the Executive Board.  Committees will use approved reimbursement and deposit forms submitted to the Treasurer in a timely manner.

Section 2.5.     Committees may not publish information about their project without the approval of the 1st Vice President or President.

Section 2.6.     Committees may be retired when no longer deemed necessary or effective.

Section 2.7.     Any of the committee chairs may be invited to attend meetings of the Executive Board at the discretion of the President.  They shall not be entitled to vote during such meetings.

Section 2.8.    Terms of office as stated in these Bylaws are subject to the discretion of the Executive Board approval.

 

ARTICLE VII

NOMINATION AND ELECTION OF OFFICERS

Section 1.        At the September General Membership meeting, the President shall announce the appointment of a Nominating Committee consisting of no less than three (3) members, whose duty it shall be to nominate candidates for the respective open officer positions.  No Executive Board member may serve on the Nominating Committee and no member of the Committee may run for an office in that election.

It shall be the responsibility of the Nominating Committee to obtain the consent of those nominated.

All candidates standing for office will complete a form verifying their consent to nomination.

Section 2.        The following offices shall be elected in odd numbered years and take office January 1st of the following even numbered year:

  • President-Elect
  • 1stVice President
  • Secretary

The following offices shall be elected in even numbered years and take office January 1st of the following odd numbered year.

  • President-Elect
  • 2ndVice President
  • Treasurer
  • Program Chair

Section 3.        To be eligible to serve as President-Elect, a nominee must be a member in good standing for a minimum of one year and demonstrate prior collaborative leadership experience.

Section 4.        The Nominating Committee shall announce the proposed slate of officers at the annual membership gathering in October.  At least two weeks prior to the December membership meeting, the proposed slate of officers will be posted on the Club’s website and sent to all members by a general email, with US mail notification to those members who do not have an email address.

Section 5.        Additional nominations may be made from the floor at the November membership program, provided the nominee has given her consent.

Section 6.        At the December membership meeting, the members of the Club in attendance shall vote for each open officer position, with a majority of members in attendance determining the final vote.

Section 7.     Should the need arise for a special election, the President or Immediate Past President shall, as soon as possible, appoint a nominating committee of no less than three (3) people.  The committee will follow all previously indicated practices.  The committee will announce candidates at the next general membership meeting and the vote will take place at the monthly general membership meeting following the announcement of the candidates.

 

ARTICLE VIII

AMENDMENTS

Section 1.        These Bylaws may be amended by a majority vote of the Executive Board.

Bylaws will be reviewed and approved by the Executive Board every two years.

Reviewed and approved   Date: AUGUST 27, 2018

 

ARTICLE IX

PARLIAMENTARY AUTHORITY

Section 1.        Roberts Rules of Order shall be the authority for all questions of parliamentary law unless in conflict with these Bylaws.

Adopted by the membership of The Women of Quail Creek on AUGUST 27, 2018.

_______________________, Pat Neel, President (signature on PDF original)

_______________________, Sue Ann Obremski, Secretary (signature on PDF original)