By-Laws

Click «THIS LINK» to download and print the By-Laws (9 pages in PDF format ::: posted: 12/22/2016).


THE WOMEN OF QUAIL CREEK

2016 BY-LAWS

 

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 HOA 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.        Membership is also available to former Quail Creek residents who during their residence were TWOQC members in good standing and who continue to pay annual dues.

 

Section 3.        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 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 4.        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 5.        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 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 Board position 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 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 By-laws.  Until the Special Election has been completed the 1st Vice President and 2nd Vice President will assume duties of the President-Elect upon request of the President.

Section 5.        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 Board meetings,
  • Develop the agenda for all Board meetings and provide a report to the Board at each meeting.
  • 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 at the first meeting of the year.
  • Annually appoint two Club members to review the Treasurer’s books no later than 30 days after the end of the calendar year and submit a written Audit report at the February Executive Board meeting,
  • Prepare periodic messages on Club activities to be circulated to all members,
  • Submit annual calendar and room request data in accordance with the POA/Madera Clubhouse requirements,
  • 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.
  • Attend Board and general meetings.
  • Provide a monthly report to the 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 Board and general meetings.
  • Provide a monthly report to the 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
  • Work with local media to provide coverage of TWOQC events,
  • Attend Board and general meetings,
  • Provide a monthly report to the Board of all activities related to her duties,
  • Be a full-time resident of Quail Creek.

Section 5.        The 2nd Vice President shall:

  • Chair the Membership Committee.
  • Work with her committee 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,
  • In conjunction with the President, arrange menu and ticket distribution for the annual membership brunch.
  • Attend Board and general meetings.
  • Provide a monthly report to the 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 copies of all such minutes to the President and Executive Board members,
  • 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.
  • Attend Board and general meetings.
  • Provide a monthly report to the 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.
  • 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 Board and General meetings.
  • Provide an annual financial accounting to the membership.
  • Be proficient in financial software and basic accounting practices.
  • Be a full-time resident of Quail Creek.

Section 8.        The Program Chair 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 Board and general meetings.
  • Provide a monthly report to the Board of all activities related to her duties.
  • Be a full-time resident of Quail Creek.

 

ARTICLE VI

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
  • 1st Vice 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
  • 2nd Vice President
  • Treasurer
  • Program Chair

Section 3.        In order to be eligible to serve as President-Elect, the nominee must have previously served on the Executive Board as an elected officer or as a Board appointed Project Coordinator or Standing or Committee Chair.

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 for a special election arise, the 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. Candidates for the open office shall be announced at the next regular gathering of the membership. Elections for the vacant President-Elect position will take place at the next monthly gathering following the announcement of the candidates.

 

ARTICLE VII

SPECIAL PROJECTS AND COMMITTEES

 

Section 1.        From time to time, projects will require skills of a uniquely qualified member of TWOQC.  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.
  • Historian, responsible for maintaining a scrapbook of Club activities, including pictures and newspaper articles which shall be made available periodically to the general membership for review.
  • 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.
  • Events, responsible for decorations and celebratory preparations for special programs of the Club. The coordinator will work within a budget established by the 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.     Any Project Coordinator is eligible to run for the position of President-Elect. However, she must provide evidence that she has attended at least five meetings of the Board within the last three years.

Section 1.5.     Additional Project Coordinators may be appointed as the need arises.

Section 1.6.     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 Board.  Such projects will reflect the mission of the organization and may include philanthropy.

Section 2.1.     Each committee will have a Chair or Co-Chair appointed by the President who will coordinate the committee’s efforts and who will provide periodic reports to the 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.

Section 2.4.     Committees will be responsible for operating within budget guidelines established by the Board.  They must provide a monthly accounting of income and expenditures to the Treasurer.

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.     Any committee chair is eligible to run for the position of President-Elect. However, she must provide evidence that she has attended at least five meetings of the Board within the last three years.

 

ARTICLE VIII

AMENDMENTS

 

Section 1.        These By-laws may be amended at any regular membership meeting by a majority of the members in attendance.

Section 2.        Written notice of any proposed amendment shall be given to the membership at least twenty-eight (28) days prior to the vote by posting same on the Club’s website and by a general email sent to all members, with US mail notification to those members who do not have an email address.

Section 3.        Adoption of the amendment shall become effective immediately on the majority vote, unless the amendment specifies a later effective date.

 

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 By-laws.

Adopted by the membership of The Women of Quail Creek on _________________________, 2016.

 

_______________________________

President

 

_______________________________

Secretary

(2016 By-Laws posted on this page on Dec. 22, 2016)