Revised May 2014
ARTICLE I - NAME
The name of this organization shall be the GFWC Junior Woman's Club of Newport News, Inc. This club acknowledges the sponsorship of the GFWC Woman's Club of Newport News, Virginia, Inc. It shall be federated with GFWC Virginia and therefore with the General Federation of Women's Clubs.
ARTICLE II - PURPOSE
The purpose of this non-profit organization shall be to render civic services to improve the public welfare of the community, state, and nation; and to encourage civic responsibility by means of active charitable participation and donation.
ARTICLE III - MEMBERSHIP
Section 1. Membership in this club shall be unlimited.
A. All new members must be 18 years of age or older at the time of their proposal for membership. She must be a resident of Virginia and a registered voter.
B. Any member who is elected or appointed to a district, state, or national junior position may remain in the GFWC Junior Woman's Club of Newport News, Inc. until the completion of that administration.
Section 2. Membership in this club shall be of one class: Active.
A. Active members shall be unlimited in number and shall participate in club activities.
Section 3. Dues and Fees
A. Annual dues for an active member shall be forty-five dollars ($45.00).
B. Initiation fee shall be five dollars and fifty cents ($5.00).
C. Reinstatement fee shall be five dollars ($5.00).
D. Dues shall be paid by April 1. Members still in arrears on May 31 shall be dropped from membership and shall be so notified by the Secretary.
Section 4. New Members
A. A prospective member must be sponsored by an active member. A candidate for membership must attend two club functions prior to application.
B. Applications for new members must be submitted to the Secretary. The Secretary shall present the applications at the next club meeting to the membership. A two-thirds vote of those present of voting members shall be necessary for election to membership to the club.
C. Members elected shall be notified by the Secretary of their election within fourteen (14) days after the club meeting. Initiation fee and prorated dues shall be paid within thirty (30) days after receipt of notification or the name shall be withdrawn and applicant so notified.
D. Voting privileges for new members shall begin following receipt of their dues or on June 1 if membership is for the coming year.
Section 5. Transfers
Any member in good standing of another Junior Club may be voted into membership by the Executive Board. Dues are payable if not paid to former club. The initiation fee is applicable.
Section 6. Resignations and Reinstatements
A. A member wishing to resign should submit her written resignation to the Secretary for presentation to the Executive Board.
B. A member who has resigned may apply for readmission by submitting an application to the Secretary accompanied by payment of current dues. She shall not pay an initiation fee.
C. A member dropped for nonpayment of dues may be considered for membership upon application to the Executive Board and payment of current dues and a reinstatement fee of five dollars ($5.00).
ARTICLE IV. OFFICERS
The elected officers of the club shall be President, First Vice President, Second Vice President, Secretary, Treasurer, and Junior Advisor. The officers shall perform the duties described by these bylaws and by the parliamentary authority adopted by this club.
All officers shall be elected for a term of two years. No officer shall serve more than two consecutive terms in the same office, and no member shall hold more than one office at a time. The term of office shall begin on June 1 of each year.
Section 3. Nominations and Elections
A. There shall be a Nominating Committee of three. The chairman shall be elected by the Executive Board at its October meeting the other two members shall be elected by the membership at the regular November meeting.
B. The Nominating Committee shall distribute a suggestion sheet for officers at the January meeting. The sheet may be returned to any member of the Nominating Committee at a time designated by the committee.
C. The Nominating Committee shall present its slate of officers to the Executive Board at its March meeting. It shall be published to the club membership prior to the April meeting. Nominations may be made from the floor at the April meeting. No member may be nominated for any position who has not given her consent to serve if elected.
D. Election shall take place at the April club meeting. The election shall be by ballot, except when there is but one candidate for each office. The election may then be by acclamation. Majority vote will constitute election. Officers must be elected prior to State Convention.
E. Officers shall be installed at Spring Luncheon.
Section 4. Vacancies
A. Resignation of an elected officer must be submitted in writing to the Secretary to be presented to the President. If an officer resigns between election and installation, the incoming Executive Board shall fill the vacancy. If a nominee resigns before election, the Nominating Committee shall fill the vacancy.
B. The First Vice President shall become President automatically should the office of President become vacant. All other vacancies shall be filled by the Executive Board.
ARTICLE V. DUTIES OF OFFICERS
Section 1. President
A. The President shall preside at all meetings and all functions of the club and Executive Board.
B. She shall appoint the Historian, Parliamentarian, chairmen of all departments and committees, and all special chairmen and special committees, unless otherwise specified.
C. She shall be an ex-officio member of all departments and committees, except the Nominating Committee.
Section 2. First Vice President
The First Vice President shall perform the duties of the President in her absence or at her request. In cooperation with the President, she shall plan the Fall Dinner Meeting and the Spring Luncheon. She shall assist the President with all business meetings and help prepare the Annual Reports. She shall be in charge of Leadership Development, Club Courtesies and Chair the Bylaws Committee. She shall perform all other duties as may be assigned to her. She shall ensure the Treasurer files a 990N with the IRS by the fifteenth of the fifth month of each year to maintain the club’s tax-exempt status.
Section 3. Second Vice President
The Second Vice President shall be responsible for arranging all Ways and Means events of the Club. She shall Chair the Membership Committee and her committee shall consist of the membership of the Club. They shall plan ways of raising money to fulfill the budget for the following year. She shall perform all other duties as may be assigned to her.
Section 4. Secretary
The Secretary shall keep accurate records of all meetings, keep a list of members with addresses, record all resigned and dropped members, and keep an accurate attendance record. She shall prepare a complete written roster for each club member to be handed out at the June club meeting. She shall provide the President with a copy of the minutes of all meetings within two weeks following the meeting. She shall prepare the ballots of elections and after elections keep the sealed ballots for thirty (30) days before destroying them. She shall present all applications for membership, and keep and maintain an accurate record of all active members. She shall notify candidates for membership of their election and shall conduct the correspondence of the club.
Section 5. Treasurer
The Treasurer shall receive and distribute all club funds. She shall pay all bills when approved by the President, Executive Board, chairman of a department or committee, or the club. She shall make a financial report at all Executive Board meetings and publish this report in the club newsletter. She shall prepare a written financial statement at the end of the club year, May 31, and shall present the books for review before the June Executive Board meeting. She shall serve as Chairman of the Budget Committee. She shall maintain a voucher system of all disbursements. She shall maintain a check system that will require a second signature on all expenditures. She shall remind members regarding delinquent dues. She shall be responsible for filing a 990N by the fifteenth of the fifth month of each year to ensure the club stays in good standing with the IRS.
Section 6. Junior Advisor
The Junior Advisor shall be a member of the Woman's Club of Newport News and shall serve as a liaison officer between the two clubs. She shall serve as a non-voting member of the Executive Board to advise the Juniors concerning all phases of club work.
Section 7. Parliamentarian
The Parliamentarian shall be appointed by the President and shall assist the President on questions of parliamentary procedure. She shall serve on the Bylaws Committee.
Section 8. GFWC Peninsula Juniorettes Advisor
The Juniorette Advisor shall be a member of the GFWC Junior Women’s Club of Newport News, Inc. and shall serve as liaison between the two clubs. She shall serve as a non-voting member of the Executive Board to advise the Juniorettes concerning all phases of club work.
ARTICLE VI. MEETINGS
Section 1. Club
A. There shall be monthly meetings held on the first Thursday from June through May with the exception of July and August, unless otherwise announced.
B. The business meeting in April shall be the Annual Meeting.
C. Special meetings may be called by the President and shall be called upon request of five active members. No business except such as is stated in the call may be transacted.
D. Members of the Club may invite guests to all club meetings, unless the President or Executive Board determines otherwise.
E. One-third of the membership shall constitute a quorum for club meetings. One-half of the voting Executive Board members will constitute a quorum for Executive Board meetings.
ARTICLE VII. EXECUTIVE BOARD
A. The Executive Board shall have general supervision of the affairs of the club between its business meetings. The Executive Board shall be subject to the orders of the club, and none of its acts shall conflict with action taken by the club.
B. The Executive Board shall consist of the elected officers of the club, the immediate Past President, and the Chairmen of departments. The Parliamentarian, Junior Advisor, and President of the Woman's Club of Newport News, Inc. shall be non-voting members.
C. Unless otherwise ordered by the Executive Board, regular meetings of the Executive Board shall be held on the third Thursday of each month from August to June, inclusive.
D. Special meetings may be called by the President and shall be called upon the request of three members of the Executive Board.
ARTICLE VIII. DEPARTMENTS AND COMMITTEES
There shall be four departments:
a. Community Services
b. Home Life
c. Public Affairs
Each department will be responsible for the club meeting program at least once a year. In addition, each department shall be required to meet for purposes of planning its projects and programs. All club members shall belong to a department and support its work. Each department chairman shall represent her department on the Executive Board.
There shall be three Standing Committees (Bylaws, Finance, Membership), Chairmen of which shall be appointed by the President, unless otherwise noted. The Chairmen of the Standing Committees may attend Executive Board meetings to make reports or recommendations.
The Bylaws Committee shall be comprised of the First Vice President as Chairman, the Parliamentarian and one other member, appointed by the President. It shall be their responsibility to review the bylaws and recommend amendments.
The Finance Committee shall be comprised of the Treasurer as Chairman, the Treasurer-elect, President, President-elect, First Vice President-elect, and Second Vice President-elect. They shall be responsible for preparing a budget of proposed expenditures for the upcoming year based on the success of the past years Ways and Means receipts and dues. This budget shall be submitted to the Executive Board at its May meeting and to club at the June meeting. All requests for unbudgeted funds shall be submitted to the Executive Board for consideration.
Membership Committee shall consist of the Second Vice President as Chairman and the club membership. The Membership Committee shall welcome and entertain prospective new members. The Chairman shall conduct at least one orientation meeting for new members. The object of this committee will be to see that all new members and transfers are properly instructed and encouraged in all phases of club life.
A Budget Review Committee of three shall be appointed by the President at the April club meeting. The books will be reviewed between June 1 and the June Executive Board meeting. The committee will present its report to the Executive Board and the books will be returned to the Treasurer.
There may be other committees as ordered by the Executive Board or club.
ARTICLE IX. PARLIAMENTARY AUTHORITY
The rules contained in Roberts Rules of Order, Newly Revised shall govern this organization in all cases to which they are not inconsistent with the bylaws of the club.
ARTICLE X. AMENDMENTS
These bylaws may be amended at any regular meeting of the club by a two-thirds vote of those members present and voting, provided that the proposed amendment(s) has been submitted in writing or read at the previous regular meeting.
ARTICLE XI. DISSOLUTION
In the event of the dissolution of the GFWC Junior Woman's Club of Newport News, Inc., all the assets remaining after payment of the organization's debts and liabilities shall be donated to one or more organizations of like purposes as exempt under Section 501 (c) 3 of the Internal Revenue Code. No portion of such funds shall be distributed among individual members.