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Soroptimist |
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Club Procedures 1. Name of Club & Territorial Limits The name of this Club shall be Soroptimist International of La Conner (SILC). The territorial limits of this Club shall be those of the Northwestern Region of Soroptimist International of the Americas, Inc.
2. Club Officers & Board of Directors The officers of this Club shall be: President Vice-President Secretary Treasurer A minimum of three to a maximum of five Board Members at-large
3. Duties of Office 3.1 The President as chief officer shall direct the conduct of the Club’s business; preside at all meetings of the Club and of the Board; appoint all committees; be an ex-officio member of all committees except the Nominating Committee.
3.2 The Vice-President shall have such duties and powers as arise from membership on the Board or as assigned by the President of the Board.
3.3 The Secretary shall keep the minutes of the meetings of the Board, and of any Club business as needed; be custodian of the permanent records of the Club; submit to the Club the Minutes of the Board Meeting and recommendations of the Board; carry on such correspondence as requested for the Club.
3.4 The Treasurer shall receive all funds of the Club and deposit them in a timely manner to the financial institution(s) as authorized by the Board; pay all bills and sign all checks; provide a monthly financial report to the Board and to the Club; create a draft budget for approval by the board; make remittances required by Federation Bylaws and standing procedures; keep an updated membership roster and distribute to all members; send notice to any member who has not met the dues obligation to the Club 30 days from the due date.
3.5 The Board Members at-large shall assist the officers in the administration of the club. Each of the five existing committees shall be represented on the Board, and their representative shall report the activities of the committees at Board meetings. The Board Members at-large shall have other such duties as assigned by the President or the Board.
4. Term of Office All officers of this Club shall hold office for a minimum of two years. One new Board Member is to be elected each year. The immediate Past President shall serve a one-year term as Director. The President and Secretary shall be elected in odd years, the Vice President and Treasurer elected in even years.
5. Vacancy in Office In the event of a vacancy in the office of President, the Vice-President shall become President. Other vacancies shall be filled in the following manner: the Board of Directors shall act as the Nominating Committee and shall report at the next Club meeting. Nominations shall be made from the floor and the Club shall elect by a majority vote of those present and voting.
6. Board of Directors & Meetings 6.1 The Board of Directors shall have administrative control over the affairs, funds and property of the Club, except that of modifying action taken by the Club with a quorum of members present. The Board Shall authorize payments from Club funds within the budget and act upon invitations to membership, resignations, terminations and disciplinary matters; receive reports of committee as needed; submit policy recommendations to the Club and perform other duties as the Club, Region, Federation or these procedures may require.
6.2 Unless other ordered by the Club or the President, regular meetings of the Board shall be held at least once a month at a time and place determined by the Board.
6.3 Special Meetings of the Board may be called by the President and may be called upon the written request of at least three voting members of the Board. The business transacted at any special meeting shall be limited to that mentioned in the call with personal, written, e-mail or telephone notice given to each Board Member.
6.4 A majority of the Board of Directors shall constitute a quorum.
7. Club Meetings
7.1 The regular meeting of the Club shall be held on the 2nd Wednesday of every month, excluding July and August.
7.2 Special meetings of the Club may be called by the President and may be called upon the written request of at least three active members of the Club. The business to be transacted at any special meeting shall be limited to that mentioned in the call. Personal, written, e-mail or telephone notice shall be given to each member for any special meeting.
7.3 The place of regular meetings of the Club shall be determined by the Club, upon recommendation by the Board.
7.4 Quorum: Those present constituting 20% of the membership plus the presiding officer at any regularly scheduled meeting shall constitute a quorum.
8. Attendance
8.1 Any member with three consecutive absences will be contacted by the Membership Committee to let them know they were missed and to ensure they receive current information.
8.2 Any member may request a leave of absence in writing to be excused from all Soroptimist activities (including thrift shop work duties and committee meetings) for not more than three consecutive months for such situations as travel, illness, business commitments or other just cause. The leave must be approved by the President. Annual dues must be paid by a member on a leave of absence. The Treasurer is responsible for keeping a record of all authorized leaves of absence and will notify the Membership Committee.
9. Admission to Membership
9.1 Any member may propose for membership in the Club an individual considered eligible. Such proposal shall be submitted in writing on the approved form to the Membership Committee which shall verify eligibility and determine classification.
9.2 A new member shall be enrolled upon receipt of the acceptance of membership payment of all fees and dues and transmittal of fees and form 5008 by the Treasurer to Federation headquarters.
10. Privileges of Membership
10.1 All members who are in good standing with the Club may speak, make motions and vote.
10.2 A member shall be deemed in good standing if all requirements for membership prescribed by Soroptimist Laws are met.
10.3 Honorary recognition may be given by the Club to any person who has given distinguished service to the community, state or nation, or who has contributed notably to enhancing the status of women and girls. Any person so honored by the Club shall have no official status at any level of the Soroptimist organization.
11. Termination & Removal From Office
11.1 The following shall be reason for termination of membership in SILC: a. resignation b. failure to fulfill financial obligations within 60 days of due date c. failure to maintain the requirements for membership d. conduct which adversely reflects upon the Soroptimist organization e. any combination of the above
11.2 No membership may be terminated for reasons other than resignation without an opportunity for a hearing before the Board of Directors after 30 days written notice to the member. A two thirds vote of the Board is required for termination of such membership when grounds for termination have been determined to exist. The decision of the Board shall be final.
11.3 The Board of Directors shall have authority to remove from office any elected officer, Board Member or committee chair either for or without cause, whenever in the judgment of the Board the best interest of the Club will be served. Removal shall occur only upon a two-thirds vote of the Directors then in office, exclusive of the person being removed, and only after the member is given an opportunity to be heard at a meeting of the Board of Directors.
12. Nominations & Elections
12.1 An ad-hoc Nominating Committee of three active members shall be formed in February each year. The President shall appoint the committee.
12.2 The committee shall invite each member to suggest names for consideration. The consent of the nominee must be obtained prior to nomination. The committee shall nominate as needed one or more candidates for each office.
12.3 A region delegate shall be elected from the Board to serve as Club delegate at the Region Convention. In the year of Federation Convention, the Federation Delegate who will attend the convention should be elected. A delegate alternate, if attending the convention, should be nominated.
12.4 The report of the Nominating Committee shall be read to the Club at the April meeting.
12.5 The Election shall be held at the meeting in May. The report of the nominating committee shall again be read and additional nominations may be made from the floor with the nominee’s consent.
12.6 Elections shall be by ballot for any office for which there is more than one nominee.
12.7 Installation of new officers and Board Members will be in June.
12.8 The term of office shall be the Soroptimist Year: July 1 – June 30.
13. Committees & Responsibilities
13.1 All Committee Chairpersons shall prepare a year-end report to be submitted to the Club by June 30. These reports will become part of the committee notebooks which will be passed on to new committee chairpersons.
13.2 Soroptimist International of La Conner Committees are as follows:
a. Program: The Program Committee is responsible for planning monthly meetings and special fund raising events.
b. Service, Recognition and Awards: This committee coordinates local service projects and is responsible for recruiting and selecting award and scholarship recipients. This committee also coordinates service projects related to Soroptimist areas of service.
c. Membership, Orientation and Retention: The Membership Committee recruits and mentors new members through promoting our Club. This committee works to retain current members by providing means of communication amongst members and within the greater Soroptimist community.
d. Vintage Operations: This committee is responsible for managing the day-to-day operations at Vintage.
e. Publicity: The Publicity Committee is responsible for promoting public awareness of Soroptimist International of La Conner through releases to local media, publications, etc., as well as keeping SILC members informed through newsletters, the web site or other informational distributions.
f. Finance: Overseeing financial operations and serving as back-up to treasurer's position.
14. Finances
14.1 The Fiscal year of the Club shall be the Soroptimst Year of July 1 to June 30 of each year.
14.2 Each year, the Club budget for the next year shall be prepared by the Treasurer for review prior to the September Board Meeting.
14.3 Each year, as feasible an ad-hoc three member committee should be created to audit the Treasurer’s books at the close of the fiscal year. The committee will be appointed by the President.
14.4 Annual dues are due in June of each year. Members’ dues are no less than $90.00. Annual dues include Founders Pennies, Club Liability insurance and Region and Federation Dues. New members joining between January 1 and June 30 shall pay pro-rated dues established by the Treasurer.
15. Parliamentary Authority The rules contained in the current edition of Robert’s Rules of Order shall be the parliamentary authority for all matters not specifically covered in the SI Constitution, SIA Bylaws and Procedures, Region Procedures or these Club Procedures.
16. Amendment of Club Procedures These procedures may be amended at any Board meeting by a majority, and then by the Club by a two-thirds vote of the members in attendance, provided notice of the amendment has been given at the previous meeting.
Changes approved by the Board: 04/10/2007
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