ByLaws

Download approved 2020 BYLAWS (PDF format).


THE WOMEN OF QUAIL CREEK

2020 BYLAWS

 

MISSION STATEMENT

We are a Community of Women dedicated to Learning, Giving, and Engaging.

 

ARTICLE I: NAME

 

The 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 the month as deemed necessary. Meeting dates may be changed or omitted entirely at the discretion of the Executive Board. Gatherings and Programs may also occur on the last Monday of the month.

 

Section 2. Special meetings of the Club shall be held at any time at the discretion of the Executive Board, provided notice is given to the members no less than seven (7) days prior to the meeting by email, US mail, to 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 meetings and to participate in any proceeding.

 

Section 4. In the event membership meetings are not held, announcements shall be made through the Friday Morning Message.

 

 

ARTICLE III: MEMBERSHIP AND DUES

 

Section 1. Membership is open to all women who reside in Quail Creek as either a homeowner or a renter. There shall be only one class of membership.

 

Section 2. Annual calendar-year dues shall be collected by the Membership Director starting in September for the following calendar year. Those who have not renewed by January 31 shall be deleted from the Membership Roster. New members joining at or after the September meeting shall pay full dues for the current year and be considered as fully paid through December 31 of the following year.

 

            Section 3. The amount of annual dues may be changed at the recommendation of the Executive Board with approval of the General Membership by a simple majority of the members voting.

 

            Section 4. Prospective members may attend only one regular luncheon, meeting, or field trip event prior to paying the annual membership dues.

 

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, Director of Membership, Director of Publicity, Secretary, Treasurer, and Director of Programs.

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

The term of office for 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 said term, she shall 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 begins after her term is fulfilled.

The term of office for the positions of the Director of Membership, the Director of Publicity, Secretary, Treasurer, and the Director of Programs shall be two (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 be held prior to each meeting or program of the Club.  Pertinent items from the Executive Board meetings shall be presented to the General Membership.

 

Section 2.a. For an item needing a vote prior to the next Executive Board meeting, the Executive Board shall vote on said item via email. The results of said vote shall be confirmed by the President at the next Executive Board meeting following said email vote.

 

Section 3. If an elected officer is absent from more than three consecutive Executive Board meetings without 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 vacant position.

 

            Section 4. In the event of a resignation and/or termination of her TWOQC Membership of any elected officer other than the President-Elect, her successor shall be appointed by the President with ratification of the Executive Board. The appointed successor shall serve for the remaining term of the resigning officer.

In the event 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.

In the event the President-Elect cannot complete her term of office, the Club shall hold a Special Election as outlined in Article VII, Section 8, below. Until the Special Election is completed the Immediate Past President shall assume the duties of the President-Elect upon the request of the President.

 

Section 5. Any member of the Executive Board may be removed from office by a majority vote of no confidence by the remaining members of the Executive Board. Said vote shall only take place after notification in writing to that officer of the pending action. The Executive Board shall convene and vote 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. In the event the December meeting is not held, voting shall take place as set out in Article VII below.

 

ARTICLE V: DUTIES OF OFFICERS

 

            Section 1. The President shall:

  • Be the chief administrator for the Club.
  • Preside over all General Membership and Executive Board meetings.
  • Develop and distribute the agenda prior to each Executive Board meeting.
  • Appoint a Parliamentarian if necessary.
  • Cast the deciding vote in the event of a tie on any Executive Board decisions.
  • Convene at least one business meeting of the membership per year.
  • 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.
  • Appoint an Executive Board member to serve as a liaison to committees, as necessary.
  • Coordinate and facilitate, when necessary, collaborative meetings of Chairs of charitable committees, project coordinators, and Executive Board members
  • Prepare periodic messages on Club activities to be circulated to all members.
  • Working with the Treasurer, appoint an auditor to review the Treasurer’s books no later than January 30 and report findings to the Executive Board no later than the end of the first quarter of said calendar year.
  • Be authorized to sign all contracts or agreements on behalf of the club in the absence of the Treasurer.
  • Have signature authority for all Club bank accounts.
  • Be authorized to have a credit card for purchases related to club business.
  • 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.
  • Serve on committees as directed by the President.
  • Perform specific duties as assigned by the President.
  • Assume the President’s duties in her absence.
  • Be an ex-officio member of all committees except the Nominating Committee.
  • Meet with the Activities Coordinator to complete and submit annual calendar and room request data in accordance with the POA requirement.
  • Attend Executive Board and general meetings.
  • Provide a monthly report to the Executive Board on all activities related to her duties.
  • Be a full-time resident of Quail Creek.

 

Section 3: The Immediate Past President shall:

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

 

Section 4: The Director of Publicity shall:

  • Serve as coordinator of publicity.
  • Provide and/or author articles, announcements, and flyers pertaining to programs and events of the Club.
  • Provide articles and photographs to the Quail Creek Crossing.
  • 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.
  • Control and maintain the master calendar of all scheduled events for TWOQC.
  • 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 Director of Membership 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 cash and checks to the Treasurer.
  • 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.
  • Notify any member without email of all pertinent information concerning the Club and upcoming meetings.
  • Set up and manage the sign-in procedure at monthly meetings.
  • Attend the 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.
  • Provide a draft of said minutes to the President and Executive Board members within five days of said meetings.
  • Present an updated draft prior to the 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 paid by the Club. Report to the Executive Board monthly on the Sunshine Cards sent.
  • 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 including a Voting Consensus Report.
  • Be a full-time resident of Quail Creek.

 

 

Section 7: The Treasurer shall:

  • Receive and deposit all monies belonging to TWOQC in a timely manner.
  • Maintain the banking accounts and meet with bank officers to settle and banking errors of credit card problems.
  • Pay bills and place orders for merchandise using both checks and credit card.
  • Obtain and retain receipts for all monies disbursed.
  • Keep financial records and prepare the monthly budget in a financial computer program such as Excel for review by the Executive Board and, if requested, at General Membership Meetings.
  • Review contracts and Memorandums of Understanding which involve TWOQC activities.
  • Upon request, meet with all board members and committee members concerning purchasing and budget expenses/needs.
  • Offer training to committee members regarding the monthly budget reports that are required of each committee to complete the monthly budget report.
  • Maintain the inventory report for items owned by TWOQC and present an updated report to the Board as needed.
  • Present to the Board and committees’ proposals for changes or improvements for the use of TWOQC funds.
  • Provide the President and Executive Board copies of all financial reports, if requested.
  • Provide financial files to the appointed auditor for review.
  • Present a financial status report at the Annual Business Meeting when requested.
  • Preform other duties as needed or assigned by TWOQC Executive Board.

 

Section 8: The Director of Programs shall:

  • Serve as chair of the program committee.
  • With the assistance of 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.
  • Attend Executive and general meetings.
  • Provide a monthly report to the Executive Board of all activities related to her duties.

 

 

ARTICLE VI: 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 shall be overseen by a Project Coordinator appointed by the President. There are no term limits for Project Coordinators.

  • Special projects may include:
  • Webmaster is responsible for maintaining the Club’s website and managing: Google products (Photos, Drive) and social media platform (Facebook).
  • Activities Coordinator shall coordinate all events at the Madera Clubhouse and other venues as requested by the Director of Programs. She shall work closely with the Director of Programs, Committee Chairs, and Decorations Coordinator for said events. She shall arrange room assignments for committee and Executive Board meetings. She shall meet with the President-Elect to complete and submit annual calendar and room request data in accordance with the POA requirement.
  • Club Photographer 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 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 shall work within a budget established by the Executive Board and shall be reimbursed for all authorized expenses.

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

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.

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

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 shall reflect the mission of the organization and may include philanthropy.

            2.1. Each committee shall have a Chair and Assistant Chair, if needed,

appointed by the President. Said Chair(s) shall coordinate the committee’s            efforts and shall provide periodic reports to the Executive Board. The        Committee Chair shall serve a term of two years, with an option to extend             for only one additional two-year term.

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

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

                        2.4. The Committee Chairs shall be responsible for operating within     budget guidelines established by the Executive Board. Committees shall use        approved reimbursement and deposit forms submitted to the Treasurer in    a timely manner. Further, the Committee Chairs shall submit a monthly    report on income and expenses to the Treasurer for her monthly report.

                        2.5. Committees shall not publish information about their project          without the approval of the Director of Publicity or President.

              2.6. Committees may be retired when no longer deemed necessary

 or effective.

                 2.7. The Committee Chairs shall attend meetings of the Executive           Board at such times as necessary for their committee projects. They shall     not be entitled to vote during said meetings.

                 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 and by email to the members, the President shall announce the appointment of a Nominating Committee consisting of no less than three (3) members, whose duty it is to nominate candidates for the respective open officer positions. No Executive Board member shall serve on the Nominating Committee and no member of said committee shall run for office in that election. It shall be the responsibility of the Nominating Committee to obtain written consent of those nominated.

 

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
  • Director of Publicity
  • Secretary

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

  • President-Elect
  • Director of Membership
  • Treasurer
  • Director of Programs

 

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 and send a general email announcement to the members immediately following the October meeting.

 

Section 5. Additional nominations may be made from the floor at the November membership program and/or through a general email sent to members soliciting additional nominations. Said additional nominations shall be sent to the Nominating Committee Chair provided the nominee has given her written permission.

Section 6. At least two (2) weeks prior to the December membership meeting, the proposed slate of officers shall be posted on the Club’s website and sent to all members by general email and US mail to those without email.

 

Section 7. At the December membership meeting, only members in attendance shall vote for each open position. The candidate for each open position with the majority of the votes cast shall be deemed elected.

 

Section 8. In the case of a Special Election for President-Elect pursuant to Article IV, Section 4, above, the Immediate Past President shall appoint a Nominating Committee as set out in this Article. The Committee shall announce the candidates at the next scheduled General membership meeting. The vote shall take place at the monthly meeting in the month following the announcements of candidates.

 

Section 9. In the event any of the membership meetings as referenced above are not held, the required announcements for the Nominating Committee and the candidates shall be through the Club’s website and to the membership by email or US mail for those without email.

In the event the December General membership meeting is not held, voting for the annual slate of officers shall be through electronic means sent to the membership in December.

In the event of a Special Election, all announcements and voting shall take place as set out in this Section.

 

ARTICLE VIII: RESTRICTIONS

 

Section 1. Member of TWOQC shall not enter into a verbal or written contract to provide services to this organization without prior approval of the Executive Board. All contracts/agreements shall originate with the Board. Any commitment for services or payment for such services shall not be honored without said approval.

 

 

 

 

 

ARTICLE IX: AMENDMENTS

 

Section 1. The Bylaws shall be amended by a majority vote of the Executive Board.

 

Section 2. The Bylaws shall be reviewed and revised as needed, every two (2) years.

 

ARTICLE X: PARLIAMENTARY AUTHORITY

           

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

 

 

Approved and adopted by the Executive Board of The Women Of Quail Creek on July 28, 2020.

 

 


March 2019 – Board voted on and approved additional section to Article VIII (Restrictions), added 4/15/2019.
December 2019 – Board voted on and approved addition to Article VII (Nomination and Election of Officers), added 1/7/2020.
February 2020 – Mission Statement, adopted by the Board at a meeting on February 11, will serve as a framework for our goals through at least 2022.
March 2020 – Mission Statement, adopted by the Board per Diane Quinn (2020 President) via email on March 10, 2020.

 

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