The official name of the organization is “Newcomers Club of Weston, Inc.”. This club shall be known as the “Weston Neighbors and Newcomers Club”. Herein after also referred to as the “Club”.
ARTICLE II – OBJECTIVES
The objectives of the Club are:
a) To welcome newcomers to the Weston area, to help them make friends, and to acquaint them with each other and the community;
b) To foster the relationships of all Weston residents, whether they are newcomers or whether they have been residing in Weston for many years;
c) To engage in any lawful form of entertainment or fundraising;
d) To provide social networking and information opportunities for the use of the members of the Club, and to engage in lawful social activities.
ARTICLE III – MEMBERSHIP AND DUES
1. Those eligible for active membership shall be any Weston resident who pays the prescribed membership fee. Each membership includes the entire family residing at the Weston household. Subject to Board approval, non-residents may also be members. Residents of Weston who are Club members will have first priority over non-residents with respect to participation in Club activities, particularly those with limited space availability.
2. The annual dues shall be determined by the Board. A new member who has not been a member of the Club at any time during the previous five (5) years that joins after January 1st shall pay half-year dues. Dues are payable for the upcoming year on July 1st.
3. A prospective member who has not been a member of the Club at any time during the previous five (5) years may attend one dinner/larger event as a paying guest and one smaller activity before dues are payable.
4. A member may resign or withdraw from membership in the Club at any time. If a member is indebted to the Club at the time of withdrawal, resignation or termination, all indebtedness must be paid. Dues and related fees shall not be refunded. Any member who resigns or withdraws from membership, or who shall have failed to pay their dues by August 1st will automatically be dropped from all activity groups and may not attend any Club events until such dues shall have been paid in full.
5. All members must abide by the “Standing Rules” adopted by the Board at all times. A member may have his or her membership terminated by the Board in its reasonable discretion for a breach of any such rules or regulations.
ARTICLE IV –BOARD OF DIRECTORS
1. The Board of Directors (herein after also referred to as the “Board”) shall consist of at least three (3) members of the Club, which number may be increased from time to time at the discretion of the Board. The Board shall constitute the following officers: a President, one or more Vice-Presidents (including but not limited to a Publicity Director, one or more Social Chairs and a Membership Coordinator), a Treasurer, and a Secretary, who shall hold offices as herein provided or until their successors are duly elected. At the discretion of the Board, additional positions may be created or existing positions may be eliminated. Any member of the Board may call a special meeting. All members of the Board shall be notified at least twenty-four hours in advance of the special meeting. The Board may exercise all powers of that body, provided that the President is presiding and that nothing is done contrary to the policies of the Club. A majority of the members of the Board shall constitute a quorum.
2. Terms of all Board members shall begin at the September Board meeting. Directors are elected and shall hold office for a maximum of forty-eight (48) months. Notwithstanding the foregoing, the newly elected President must have been a member for six (6) months in order to provide him or her with a modicum of experience before assuming the position. The Past President and board should make themselves available to assist the New President and the new board during the difficult period at the commencement of their duties in order to maintain a continuum of knowledge and operational procedures. A retiring Director shall not be eligible for re-election into the SAME position, but is eligible for election into other board positions.
3. The Club year begins in July 1st and ends June 30th.
4. The President shall decide upon the make-up of a Nominating Committee which shall include at least three officers. This committee shall present a slate consisting of at least one candidate for each office at the May Meeting. Nominations from the membership shall be accepted up to fifteen (15) days prior to the elections. Ballots will be counted by at least three (3) members of the Nominating Committee. Elections shall be held at the June meeting of each year and the elected Officials shall assume office in September. The July and August meetings shall be transitional meetings at which both the outgoing Board and the incoming board are in attendance. The Directors should give a copy of their duties to their replacements early enough to allow them to prepare for and familiarize themselves with their new duties by the time of the September Meeting of the Board. At this September Meeting, the portfolios of the outgoing Board members will be transferred to the new board.
5. The Directors may meet together for the dispatch of the business and otherwise regulate their meetings as they determine necessary; provided that the Board shall meet and conduct business at least once each month.
6. Notice of Board Meetings shall be given to the Directors at least one week prior to the date of the meeting, provided however that the Directors may meet on a regular date without notice or may, by unanimous consent, meet at any time and place without notice.
7. A majority of Directors present shall consist of a quorum for the purpose of a meeting of the Board. Any business brought before the Board shall be transacted by a majority vote of the attending Board members. Each Board member present shall get one vote on each matter voted upon.
8. The Directors are authorized to create committees and to appoint persons to act as chairpersons for such committees.
9. In the event of a vacancy on the Board during the term of office, such vacancy shall be filled by action of the Board. In the event of a vacancy in the presidency, the Board shall elect one of the Vice Presidents to replace the President until an election can be held. An election for this purpose shall take place at the next general meeting.
10. All expenses of the Board and the Officers shall be reimbursed solely in accordance with the “Expense Reimbursement Policy” established by the Board from time to time.
ARTICLE V –DUTIES OF OFFICERS
1. The President shall preside at all General Meetings of the Club and at all Board meetings and special meetings of the Club, and shall be ex-officio a member of all committees. The President shall also be a liaison to the activity chairpersons as described more fully in paragraph 3 below.
2. The Vice-President consisting of the Membership Coordinator shall perform the duties of the President in his or her absence and inability to act and shall be responsible for the agenda, obtaining a meeting place and assisting the President in carrying out his or her duties. The Membership Coordinator shall contact all newcomers and reach out to prospective newcomers and other established neighbors in Weston, acquaint them with the Club activities, and maintain an updated contact list of all newcomers and members of the Club at all times, which such list shall note the paid status of each such member. He or she shall be proficient with excel spreadsheets and with electronic mail functions and the internet, generally. He or she shall also serve the function of an advertising chair, responsible for marketing the Club in and around town through flyers, signs and other physical advertising mediums. The Membership Coordinator shall (i) organize the traditional Welcome Party held in the fall season, (ii) host new member’s events for the prospective members, (iii) welcome the guests and members at dinners and other functions, (iv) contact prospective members and co-ordinate with local groups in town in an effort to expand membership, and (v) distribute the Newsletter prepared by the Publicity Chair. . The Membership Coordinator shall frequently check with Town Hall for a list of new residents and reach out to such persons regarding the Club and liaise with other local groups. He or she shall also maintain and distribute the membership list to all activity chairpersons, accept new members and inform members of any upcoming dues payments and remove any members as required.
3. The Vice President consisting of the Publicity Chair shall be responsible for preparing the newsletter, maintaining the Club’s website and coordinating sales of advertising space in each of those. The Publicity Chair shall also serve the function of social media and advertising chair, maintain the Club’s Facebook and other social media pages and managing the Club’s advertising and marketing through all digital media formats. The Publicity Chair shall be technically proficient in all aspects of the in the internet and social media, including but not limited to the operation of applicable software and website modification functions.
4. The Vice Presidents consisting of the Social Chairs shall be responsible for organizing diverse social activities and coordinating events to accommodate the interests of the members in accordance with the “Social Chair Guidelines” established by the Board from time to time.
5. The Secretary shall record the minutes of the meetings of the Board of Directors. The Secretary shall count votes when voting is done, record minutes of any meeting when a vote is taken. Further, the Secretary shall be responsible for maintaining Club records to include names and addresses of the Board and a current copy of By-Laws and Club policies. Further, the Secretary shall, together with the President, be the liaison between the activity chairpersons and the Board by overseeing existing activities and initiating new activities where interest is expressed. The Secretary and President shall recruit chairpersons and meet with chairpersons at least once yearly to address any issues or concerns.
6. The Treasurer shall keep a record of all monies received and disbursed and all necessary monies for each meeting and pay all authorized bills. The Treasurer shall present a financial status of the Club at the monthly Board meetings, and shall provide the President and the Secretary with a copy. The financial records shall be open for inspection or review at any time the Board deems necessary.
7. Vacancies in elected officials’ positions shall be filled for the remainder of the term by appointment of the Board. 8. All Officers shall prepare a budget for the upcoming year with respect to the costs specific to their role in the Club, which shall be presented at the first transitional meeting of the Board, held in the month of July. The Treasurer shall then create a single budget for such year, incorporating the budgets proposed by the Officers (the “Budget”). The Board shall hold a vote to adopt the proposed Budget, and may make any and all revisions as the Board deems necessary. The Board may amend the Budget from time to time as necessary during the membership year. However, the final Budget as approved by the Board shall be adhered to by each Officer. Any spending overages shall be the responsibility of such Officer, unless approved by a majority of the Board members.
ARTICLES VI – ACTIVITIES AND CHAIRPERSONS
1. The Board shall establish, or sanction the establishment of, various activity groups. The Board shall have the authority to approve or disband a group. Activity group chairpersons may be selected by the group or appointed by the Board. The current roster of activity groups shall be maintained by the Secretary. The activity group chairpersons shall abide by the “Activity Chair Guidelines” established by the Board from time to time.
2. Each activity group chairperson shall coordinate and manage his or her group guided by the wishes of the group’s participants, and shall communicate group meetings and deadlines to the Publicity Chair on a timely basis.
3. Each activity group shall be self-supporting. The Club treasury will not be used to remunerate any activity group. Activity group participants will be solely responsible for any debt incurred in the course of their activities. Chairpersons are responsible for collecting sufficient funds from the participants to cover the cost of their activities.
4. All Chairpersons report directly to the Secretary and the President.
5. The formation of a new interest group shall be presented by the Secretary to the Board for approval.
6. The Board of Directors shall reserve the right to review any Club activity.
ARTICLE VII – MEETINGS
1. A Special General Meeting of the Club may be called by the President as and when he or she considers necessary, but he or she shall call a Special General meeting when requested to do so in writing by at least 10 members.
2. Notice of a General Meeting shall be given in such a way as the Board may determine.
3. A General Meeting will be considered to have quorum if thirty percent (30%) of the total membership (whose fees are paid up-to-date) is either: personally present or has filled out and submitted proxy forms.
4. Proxy forms must be sent out to each active member (whose fees are paid up-to-date) a minimum of two (2) weeks in advance of the meeting. The Board will provide the proposed agenda and a listing of all items that are to be voted upon at such meeting. Members will return the form either: 1) to a Board member in person, signed by the member or 2) via the personal email address they joined the Club with.
5. Proxy forms must specify yay/nay/abstain for each vote that is specifically detailed in the agenda (i.e. changes to the by-laws, etc). In the case of voting for Board members, the member may either: 1. indicate a vote for a specific person, 2. abstain or 3. assign their vote to a personally present attendee.
6. Proxy votes are counted the same as personal votes during the meeting. A majority vote of those voting in person or by proxy shall be required for any business to be approved at a Special or General Meeting of the membership of the Club.
7. Last-minute agenda additions (those that were not included in the proxy vote form) cannot be voted on unless the meeting has thirty percent (30%) of the membership (whose fees are paid up-to-date) personally present at the meeting.
8. Voting shall be by ballot in the cases of elections of Board Members and by show of hands in other cases except where ballot is requested by at least three (3) members.
ARTIVLE VIII – PREPARATION OF FINANCIAL STATEMENTS
1. The fiscal year shall begin July 1st and end June 30th.
2. Financial statements must be prepared once a year by a professional accountant or other person designated by the Board prior to the September 30th. Books and records of the Club may be inspected by any member of the Club at any time upon the giving of reasonable notice and arranging a time necessary to the member of the Board having charge of the same.
ARTICLE IX – AMENDMENT OF THE BY-LAWS
These by-laws may be amended only at a General Meeting with quorum present by a majority vote.
ARTICLE X – DISSOLUTION
Upon dissolution of the Club, its property and assets shall, after payments of all liabilities be donated to such charitable, benevolent or educational purposes as may be determined by the Board in its reasonable discretion.