NOTTINGHAM FOREST WOMEN’S CLUB BYLAWS and GENERAL GUIDELINES
ARTICLE I – NAME
The name of the Club is “The Nottingham Forest Women’s Club” aka “NFWC”.
ARTICLE II – PURPOSE
The purpose of this Club is to provide social and civic opportunities for its members.
ARTICLE III – MEMBERSHIP
SECTION 1. Eligibility - Women residing in the West Houston area who have paid the current year’s dues.
SECTION 2. The Membership year and fiscal year shall be from September through May.
SECTION 3. The Club’s membership list is not to be used for the promotion or solicitation of any activity without the prior approval of the Club’s Board of Directors.
ARTICLE IV – BOARD OF DIRECTORS
SECTION 1. The Board of Directors shall consist of the elected Executive Officers – President, First Vice President, Second Vice President, Secretary, and Treasurer; and, the Appointed Officers – Communications, Liaison to Nottingham Forest Club and Parliamentarian. (See General Guidelines #3)
SECTION 2. Each position will be retained by one individual and hold one Board vote. A Board member may form a subcommittee in order to accomplish tasks.
SECTION 3. The Board of Directors shall fill a vacancy in any office for the remainder of the unexpired term.
SECTION 4. The Board of Directors will approve any special Committees and Interest Groups.
SECTION 5. A majority of the Board shall constitute a quorum.
ARTICLE V – OFFICERS AND THEIR DUTIES
SECTION 1. Elected Officers shall be: President, First Vice President, Second Vice President, Secretary, and Treasurer. Appointed Officers shall be: Communications, Liaison to Nottingham Forest Club and Parliamentarian. The term of office is one year with a term limit of four (4) consecutive years. A vote of the Board may extend a term by one year, on a year-by-year basis. No member shall hold more than one office at any time.
SECTION 2. The President shall:
A. Preside at all meetings of the Club, Board of Directors, and Executive Committee.
B. Appoint a Parliamentarian, Liaison to NFC, Communications, and all Standing Committee chairs.
C. Be an ex-officio member of all committees, except the Nominating Committee.
D. Have authority to sign checks.
E. Have general supervision over the Club, Committees, and Interest Groups.
SECTION 3. The First Vice President shall:
A. Serve as Program Chair arranging meeting programs. The slate of programs for the year will be presented to the Board for approval in June.
B. Notify the Nottingham Forest Club Manager with requests for use of the building and club parking lot for meetings.
C. Perform duties of the President in her absence, and may fulfill the remainder of the President’s unexpired term.
SECTION 4. The Second Vice President shall:
A. Serve as Membership Chair by compiling and maintaining an up-to-date list of members, receiving dues and turning all monies over to the Treasurer.
B. Be responsible for the coordination and printing of the annual Member Directory.
SECTION 5. The Secretary shall:
A. Record and distribute the minutes of each General Meeting and meetings of the Board of Directors.
B. Maintain copies of the minutes, the Bylaws and any guiding documents.
C. Conduct all correspondence as directed by the President.
D. Keep all written records and correspondence relating to the history of the Club and preserve all Directories.
SECTION 6. The Treasurer shall:
A. Be custodian of all funds of the Club and make authorized disbursements.
B. Keep an itemized account of all receipts and all disbursements.
C. Administer annual federal tax report.
D. Render a written report at least twice a year at the General Meetings, and at each Board of Directors meeting. Have books in order at the close of the year.
SECTION 7. Communications shall:
A. Be appointed by the President under advisement by the Executive Committee.
B. Oversee the Newsletter, Website/Technology committees for continuity of message.
SECTION 8. Liaison to Nottingham Forest Club shall:
A. Be appointed by the President under advisement by the Executive Committee for a one-year position; and may be reappointed to additional years.
B. Attend the regular meetings of the NFC Committee.
C. Report back to NFWC the activities, initiatives and interests of Nottingham Forest Club, and report directly to the President in time-sensitive matters.
SECTION 9. The Parliamentarian shall:
A. Be the immediate past president; if unable to serve, the incoming president shall appoint a past president or a member in good standing who has previously served on the Board.
B. Act as Chair of the Nominating Committee.
C. Attend all Board meetings and meetings where the general membership votes to ensure proper parliamentary and time efficient procedures.
D. Use Roberts Rules of Order – Revised as a reference.
E. Act as an advisor to the Board and Executive Committee and has no voting rights.
ARTICLE VI – NOMINATIONS AND ELECTIONS
SECTION 1. The Parliamentarian shall convene a Nominating Committee and serve as its chair. The Nominating Committee will consist of two members from the Board of Directors and two members from the general membership.
SECTION 2. The Nominating Committee shall present their slate of officers at the February general meeting. Nominations from the floor will be taken in February.
SECTION 3. Elections
A. Election shall be by hand-count at the March meeting, majority vote elects.
B. If no general meeting is held in March, the Executive Committee may approve the slate and distribute electronically to all members in good standing on the typical meeting date for an electronic vote.
C. If there is more than one nominee for an elected position, a ballot vote will occur.
D. Those eligible to vote shall be members in good standing.
E. If an officer or officer-elect is unable to serve, the current Board of Directors shall fill her position from the general membership.
ARTICLE VII – LIABILITY
SECTION 1. All members release and hold harmless from any liability the NFWC Board of Directors, Committee Chairs, and Interest Group Coordinators. This hold harmless acknowledgement includes and is not limited to stated or implied liability, and liability resulting from any action or omission of action by the Clubs’ Members, Board of Directors, Committee Chairs or Interest Group Coordinators. Current Texas laws shall apply.
SECTION 2. No member shall enter into an agreement to financially obligate the NFWC without the prior approval of the Board.
SECTION 3. For unbudgeted items over $200, two signatures – the Treasurer and President -- shall be required on NFWC-issued checks.
SECTION 4. Any fundraising on behalf of Nottingham Forest Women’s Club shall have prior approval by the Board of Directors.
ARTICLE VIII – DISSOLUTION
In the event of dissolution of the Nottingham Forest Women’s Club, the Executive Committee will make a recommendation to the membership regarding the disbursement or use of remaining Club funds. The recommendation shall be approved by a majority vote of all remaining members.
ARTICLE IX – AMENDMENTS
These Bylaws and Guiding Statements may be amended by two-thirds vote of the members present at a regular meeting. Amendments must first be reviewed and approved by the Board. These changes shall be presented to the membership at least one month prior to a vote at a General Meeting.
NOTTINGHAM FOREST CLUB GENERAL GUIDELINES
1. GENERAL MEMBERSHIP MEETINGS
A. The General Meeting of this Club shall typically be held the fourth Tuesday of the month at 9:30AM at the Nottingham Forest Clubhouse.
B. General membership meetings may also be held, with advance notice, at a non-Clubhouse location or on a non-typical date.
C. The President under advisement of the Executive Committee may call special meetings.
D. One fifth of the membership shall constitute a quorum.
E. In the case of emergency, the president or (in her absence) a member of the Executive Committee has the authority to cancel a meeting.
F. The March meeting shall be the election meeting. The April meeting shall be known as the Annual Meeting and shall be for the purpose of installing officers and for the conclusion of any other business.
G. The Board of Directors shall meet at least two times a year.
2. ANNUAL MEMBERSHIP DUES
A. The annual dues shall be reviewed by the Board of Directors prior to the start of the new year and be payable by the September meeting. The annual dues for 2016-17 are $30.
B. Directory – Members paid by the last day of September will be included in the printed membership directory.
C. Dues must be paid in full to participate in Club activities and Interest Groups.
3. BOARD OF DIRECTORS
A. The Board of Directors shall consist of the elected Executive Officers – President, First Vice President/Programs, Second Vice President/Membership, Secretary, and Treasurer, and the Appointed Officers – Communications, Liaison to Nottingham Forest Club and Parliamentarian.
B. The Executive Committee works on behalf of the general membership and has the power to act in emergencies. The Executive Committee quorum shall be three.
C. The Appointed Officers are Communications, Liaison to NFC and Parliamentarian.
4. STANDING COMMITTEES
Standing Committees may include: Civic, Home Tour, Hospitality, Newsletter, Social, Technology/Website, and Thought for the Day.
Civic collects monies to send to a charity agreed upon by the membership.
Home Tour coordinates annual tour of neighborhood homes, including securing homes, coordinating hostesses and preparing tour packets. The Board will approve the Home Tour budget at the June meeting.
Hospitality arranges seating and decorations for meetings, obtains hostesses to provide food/drinks for all meetings where refreshments are to be served.
Newsletter sends announcements (email, US Mail, or other) for all Interest Groups.
Social maintains member nametags and guest book. In coordination with the Membership Chairman, shall welcome and introduce guests and new members at all General Meetings.
Technology/Website maintains and updates NFWC website.
Thought for the Day gives an inspiring quote at each General Meeting.
5. INTEREST GROUPS
A. Interest Groups are 3 or more members in good standing with a common interest who meet outside of the general meetings. These groups form with the approval of the Board of Directors.
B. A coordinator of each Interest Group, or prospective Interest Group, shall meet with the Board of Directors following the final meeting of the year to re-establish the group for the coming year.
C. An Interest Group may adopt its own guidelines, provided they do not conflict with the Bylaws of the NF Women’s Club.