ARTLCLE I
NAME
Sec. 1.
The name of this organization shall be the Uxbridge Newcomers and Natives
Club.
Article II
Definitions
Sec. 1.
For the purposes of this document, “Board” refers to the Executive Board
consisting of President, Vice President, Secretary, Treasurer, Member Delegate;
“Members” refers to members in good standing.
ARTICLE III
OBJECT
Sec. 1.
This club is a non-profit organization established to provide a means for
newcomers and longtime residents to become acquainted with each other and to
contribute to the well being of the community.
Sec. 2.
The club shall undertake and complete at least one charitable,
humanitarian, or social welfare project yearly, the recipient of which will be
determined by the Executive Board and approved by a majority of the membership
at a General Membership meeting.
Sub Sec. 1. If the project is determined to be a scholarship a
separate Scholarship Committee will be appointed by the Executive Board in
January. The Scholarship Committee
shall consist of 3-5 members, one of which to be a member of the Executive
Board. The Scholarship Committee
will define requirements and draw up applications.
The scholarship will be awarded in May.
ARTICLE IV
MEMBERSHIP
Sec. 1.
Eligibility for membership is limited to residents who live in Uxbridge,
or in neighboring towns that do not have a Newcomers’ Club.
Sec. 2.
Length of membership is not limited.
Sec. 3.
Membership dues can be waived for applicants with hardships. Those
concerned about affording the cost of membership or concerned on behalf of
another, should direct their concern to a member of the Executive Board for
discreet and tactful consideration.
Sec. 4.
Potential new members may attend up to two events (General Membership
meetings/Social events/Interest Group meetings) prior to joining the Club,
non-member fees apply.
ARTICLE V
DUES AND CHARGES
Sec. 1.
The Executive Board shall determine the dues each year. The Club shall
meet from September to June. Those
attending their first meeting after March 1 shall be charged one-half annual
dues for that year.
Sec. 2.
Dues shall be due on or before the 30th of September of
the current club year. It will be
the responsibility of the treasurer to notify those who have not paid said fee.
Only members in good standing are eligible to belong to activity groups.
Sec.3.
Non-renewed members will be removed from any and all email notices as of October
31 and will not be allowed to participate in Club activities until said dues are
paid.
Sec.4.
48 hours notice is required for cancellation of reservations for
social functions and events. If appropriate notice is not given, any
fees/deposits required for reservations are the responsibility of the member.
Said member is also responsible for fees incurred by their invited guests.
Sec.5.
Members willing to organize a club event will enjoy that event for free
(up to $10).
ARTICLE VI
Spending of Club Funds
Sec. 1.
Executive Board pre-approval is required when spending club funds. Club
funds spent without prior authorization will be subject to non-reimbursement at
the Board’s discretion. The Board may consider expenditures up to $100. The
membership at large (present at club business meetings) will consider
expenditures over $100.
Sec. 2.
Funds acquired by interest groups will be deposited back into the general
fund rather than being kept separate.
ARTICLE VII
MEETINGS
Sec. 1.
A general monthly meeting (business or social event) of the Club will be
held from September through June on the second Sunday of the month.
The meeting minutes are to be posted to the member section of the club
website. (www.uxbridgenewcomers.org)
Sec. 2.
An Executive Board meeting shall be held quarterly. The President
shall set the meeting dates and reserves the right to meet more if deemed
necessary. This meeting shall be open to Executive Board members and members in
good standing.
Non-Board members are invited to address the
Board during a member’s forum at the beginning of the meeting.
Voting and discussion is open only to Executive
Board members, unless authorized by the President, or by majority vote of the
Executive Board.
The Board reserves the right to go into
Executive Session to discuss sensitive issues.
ARTICLE VIII
BY-LAWS
Sec. 1.
The Executive Board shall appoint a by-laws committee bi-annually.
Ideally, it shall consist of three members: one from the Executive Board,
one from a previous year’s by-laws committee, and one member at-large.
All by-laws must be reviewed and/or revised bi- annually.
Sec. 2.
Any member in good standing may submit a new by-law and/or amendment to
the by-laws prior to the April General Membership meeting.
Sec. 3.
Any proposals for new by-laws or amendments to existing by-laws must be
submitted in writing by the by-law committee, to the membership, one week prior
to the May General Membership meeting.
Sec. 4.
Proposals for new by-laws and amendments to existing by-laws will be
voted on at the June meeting, given all of the above criteria have been met.
New by-laws and amendments to existing by-laws require approval by 2/3 of the
members in attendance at that meeting.
ARTICLE IX
RULES
Sec. 1.
All questions of parliamentary procedure not covered by these by-laws
shall be so governed by ROBERTS RULES OF ORDER REVISED by General Henry Robert.
ARTICLE X
NOMINATING COMMITTEE
Sec. 1.
The Executive Board will appoint a Nominating Committee in March.
The Nominating Committee shall consist of the a member of the Board and 2
members in good standing.
Sec. 2.
A quorum of the Nominating Committee must be present to vote on the final
slate of nominees.
Sec. 3.
Prior to the May meeting, it shall be the duty of the Nominating
Committee to notify the members of the proposed slate.
Sec.
4.
The membership must be given the opportunity to make nominations from the
floor. Elections will take place at
the June Meeting.
Sec. 1.
The officers of the club shall be: President (or two Co-Presidents),
Vice-President, Secretary, Membership Delegate and Treasurer.
Sec. 2.
Responsibilities of the UNNC Executive Board Officers: The following
offices are Executive Board positions. All officers are expected to attend and
participate at the monthly business meeting and the quarterly Executive Board
meeting. The officers’ specific responsibilities are as follows.
President
·
Works with
Executive Board to set strategy and goals for club
·
Oversees
planning of year’s events and activities
·
Assesses
“lessons learned” from events and activities
·
Provides
agenda for Executive Board meetings and monthly business meetings
·
Leads
Executive Board meeting and monthly business meeting
·
Communicates news to club members
·
Writes
monthly article of activities and news for the New Uxbridge Times (if there is
no PR coordinator)
·
Monitors
functioning of Interest Groups and assists Interest Group Chairs as needed
·
Reviews monthly bank statements and audits the records of the
Treasurer.
·
Facilitates
smooth transition to next Board.
Vice President
·
Works
closely with the President to set and achieve club objectives
·
Leads the
monthly business meeting in the President’s absence
·
Assumes the
President’s responsibilities in the event of the President’s resignation or in
the event that the office of President remains vacant following an election
·
Works with
the Executive Board to set direction, strategy, and policies in the best
interest of the club
·
Coordinates
the membership drive at the beginning of the club year (September), welcomes new
members to the club, and maintains the membership list.
Secretary
·
Records and
documents meeting minutes for monthly business meeting and quarterly Executive
Board meetings (including date, who was in attendance, old business, new
business, issues, etc.)
·
Keeps
electronic copy of meeting minutes
·
Sends copy
of meeting minutes to Board members and posts the minutes on the club web site
under the Member’s Only section.
·
Provides
input and votes (at meetings or via email) on any relevant issues
·
Documents
Board changes and creates appropriate letter of change notification
·
Writes
thank you notes/letters of appreciation to speakers, facilitators, businesses as
needed.
Treasurer
·
Receives,
records, & deposits all club funds
·
Accurately
maintains the checkbook & other financial records
·
Disburses
funds to pay club debts in accordance with established policy
·
Prepares
year-to-date reports of club income & expenses and makes available for club
meetings.
Member Delegate
·
Advocates
with the Executive Board for any issues raised by members-at-large and
negotiates as necessary to resolve member concerns
·
Communicates with members-at-large regarding needs of families in the UNNC and
organizes any approved assistance (i.e., meals for families with a serious
illness or a new baby).
Sec. 3.
The Vice-President will automatically fill a vacancy in the office of
President.
Sec. 4.
It will be the duty of the Executive Board to fill a vacancy for any
standing committee or interest group chairs vacant after elections in June.
Sec. 5. There are no term limits to
people wanting to serve as an officer.
Sec. 1.
The Executive Board shall consist of the Officers, as defined in Article
X.
Sec. 2.
The Executive Board will appoint the committee or interest group
chairpersons as necessary.
Sec. 3.
The Executive Board will have the final approval of plans and funds (as
defined in Article V) for each function.
Sec. 4.
Each member of the Executive Board shall submit a written annual report
in June to the incoming Executive Board summarizing how they fulfilled their
duties as defined in Article X, Sec. 2
Sec. 5.
The last Board meeting in June shall be a joint meeting of both old and
new Executive Boards.
Sec. 6.
A Year end report will be provided to the General Membership at the June
General Membership Meeting.
ARTICLE XIII
COMMITTEE CHAIRPERSONS
Sec. 1. Event chairpersons
shall submit a verbal or written report within 30 days summarizing their event
(i.e. Fundraising Event, etc.) to the Executive Board.
Sec. 2.
Members interested in starting a new interest group shall submit a report
detailing what they would like to add to the Club’s activities to the Executive
Board for consideration. The
Executive Board will poll membership for overall interest and viability of
proposed new interest group or activity.
Sec. 3.
The Interest group chairperson shall recognize that major club events
take precedence over individual group activities when selecting meeting dates.
Sec. 4.
Interest Group Chairpersons shall be responsible for insuring attendees
are members in good standing.
ARTICLE XIV
DISSOLUTION
Sec. 1.
The UNNC Club may be dissolved by a majority vote of the remaining
Membership at a meeting called for that purpose.
Sec. 2.
In the event that the UNNC ceases to exist, the distribution of remaining
funds shall be decided at the same meeting as specified in Section 1 herein,
with disbursement of funds and assets donated to one or more non-profit
organizations in Uxbridge.