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2006 Board Meeting Minutes |
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Name of Club |
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The name of the club shall be the Foster City Mothers' Club, referred to herein as the "FCMC". |
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Logo |
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The logo can be updated as needed. |
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Mission Statement |
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The FCMC offers Information, Playgroups, Community, Support, Friendship and Outings to mothers of young children. |
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Definition of Club |
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We are a member-led support group for mothers and their children. Every member will be encouraged to volunteer, participate and share her ideas and talents. The club is not intended to be political, partisan or sectarian. However, as part of a larger community, the group may provide a forum to openly and fairly discuss current issues and concerns of parents and children, with board approval. |
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Requirements |
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Mothers must have child(ren) or be currently expecting to give birth or adopt a child.
Members must be current with dues.
Members must sign the by-laws acknowledgment form and return it to the appropriately designated board member as outlined in the regulations.
The FCMC is not intended to be used as a means for soliciting any goods or services. Guidelines regarding advertising and other business solicitation to the membership, whether by members or non-members, shall be established by the board in its regulations.
Members are not permitted to use the "Foster City Mothers' Club" name as an endorsement for their product or service.
The member roster is for member use only. |
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Termination |
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A member may voluntarily terminate membership by notifying her playgroup representative or the membership secretary.
Any member may request, in writing, from the board, a refund of her unused dues. A majority board vote is needed to approve the refund.
If dues are not paid, you are not considered a member and you will not receive a monthly newsletter. |
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Dues |
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Dues are to be reviewed and set annually by the board and shall be due and payable in full on the anniversary of your joining month. Dues may be paid either by cash, check, or credit card (a service charge may be assessed).
Dues may be waived in cases of financial hardship, at the discretion of the President.
Dues are to be paid to the club treasurer. Checks are made payable to the Foster City Mothers' Club or FCMC. |
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Payments for Club Activities |
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All activities that take in funds, such as outings, babysitting co-op, social events, are made payable to the FCMC. The representative in charge of paying for the event/activity will then be reimbursed from the FCMC.
The following activities may be subsidized with the FCMC funds: Spring Fling, Mothers' Day, Summer Picnic, Winter Party.
If a board or committee representative has out-of-pocket expenses (such as photo copying, stamps, etc. for club purposes), the board shall be provided with documentation of the expense and reimbursements will be forthcoming.
Dues must be current in order to participate in any club function. |
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Duties of Officers |
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The terms "officer" and "board member" are interchangeable.
All board members are expected to attend monthly board meetings. If unable to attend, notify President prior to the meeting.
Term of office is one year, to commence in February at the February Board Meeting. The old board will attend the February and March Board Meetings to help with the transition.
Minimum offices shall consist of President, one or more Vice Presidents, Secretary and Treasurer. Additional offices (such as Librarian) may change from time to time and will be established by the board as needed. Specific duties for each board position will be outlined in the board regulations.
The maximum number of board members shall not exceed 14 people. |
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Change of Officers |
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Prerequisites for Positions
Board members must have served on at least one committee or have been a Club member for six months. Candidates for President and Vice President must have been on the board for at least six months. In addition, if the term served was not within one year prior to the change of officers, the candidate must have attended at least four board meetings in the past six months.
Method of Selection
The President and Vice President positions shall be filled by a general election held in February. Members wishing to fill the positions must state their candidacy to the outgoing President prior to the January board meeting. A secret ballot vote at the February General Meeting is held if two or more candidates are running for either office; the candidate with a simple majority of votes wins the election. No quorum is required for the election. Members must be present to vote. Votes are to be tabulated by two randomly selected non-board members.
All other positions shall be filled on a volunteer basis. Persons wishing to fill a position should volunteer to the President or Vice President at or before the February general meeting. If more than one person volunteers for the same position, the outgoing President puts the names "in a hat" for random selection. A person may volunteer for more than one position, but must fill the first position for which her name is chosen. If no one volunteers, the board may approach a member to accept the duty. A current board member may take over the vacant position until the job is filled.
Each upcoming vacant position will be announced and described in the newsletter prior to the February election, for the February changeover, and in the event of a midterm vacancy.
No member may serve in the same position for more than two full terms consecutively. Even if an officer wishes to renew her term, at the end of each term the position shall be "opened", and all names will be put "in a hat" or an election will be held, whichever is applicable.
Any officer who cannot complete her term of office is requested to contact the President or Vice President 30 days prior (when possible) to vacating the position. |
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Office Term Limits |
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No person may be on the board for more than a total of three consecutive years. After three years, a board member must take two years off.
The outgoing President may not serve on the board for two years. |
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Termination of an Officer |
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To terminate a board member from her position, a 2/3 majority vote from the board is required. |
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Amendment Procedure |
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These by-laws may be amended by the affirmative vote of 2/3 of the members present at a general meeting: no quorum needed. The voting shall be done by written ballot.
Any amendments to these by-laws must follow this procedure:
- Any member may present a written proposal of the amendment at a regular board meeting. The board shall discuss the proposed amendment, and shall vote on the presentation of the amendment to the general membership. Board approval requires a 2/3 majority vote of the board members present, providing a quorum of 50% of the board members are in attendance.
- If the proposed amendment is approved by the board, then at the next general meeting every member shall be given a copy. Playgroup Reps shall take copies for members not in attendance. The proposed amendment shall also be mentioned in the newsletter. The President shall also announce at the general meeting that a by-laws amendment has been presented, and that members may attend the next board meeting to give feedback, may present comments in writing to the board, or may contact the President.
- At the following general meeting, the members will vote on the amended by-laws. Members must be present to vote at the general meeting.
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Regulations |
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The board may establish regulations, not inconsistent with these by-laws, in order to further the purposes of the club and its operation. The regulations shall cover, for example, the details of the duties of each officer.
If there is any confusion over these bylaws, please refer to Robert's Rules of Order, Simplified and Applied by Macmillan. |
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