By Laws
Newcomers Club of Nevada County dba: Nevada County Women's Social Club
A woman’s social and charitable organization
Bylaws
Adopted 4-28-2004, Revised 6-28-2023
Article I – NAME
The name of this organization shall be the Newcomers Club of Nevada County.
Article II – PURPOSE
The purpose of this organization shall be as stated in its Articles of Incorporation to welcome and to bring together women who reside in Nevada County to promote and foster kindness and respect, and to stimulate their interest in social activities and engage members and the general public for the charitable purpose of providing gifts and support for under privileged children and their families in collaboration with other public charities.
Article III – POLICIES
Newcomers is organized exclusively within the meaning of Section 501(c)(3) of the Internal Revenue Code. The organization shall encourage member participation in the activities in accordance with the laws and policies of the Newcomer’s Club and engage club members and the general public in support of underprivileged children and their families.
Article IV – MEMBERSHIP
Membership is open to all women of Nevada County, regardless of race, color, creed, or ethnic background, as long as they comply with the responsibilities of membership.
Upon reaching the age of 90, a Lifetime Membership may be granted to a member in good standing who has had an ongoing membership in the Club for at least five years. Lifetime Membership waives payment of dues. Members must pay dues to be considered in good standing.
Article V – FINANCE
The Fiscal Year for this organization shall be September 1 to August 31. Dues shall be paid annually, such amount to be determined by a two-thirds vote of the Board of Directors and approved by a majority vote of the members present at a monthly luncheon.
Article VI – GOVERNING BODY
The governing body shall be the Board of Directors, which is composed of the elected officers and Appointed Standing Committee Chairs. The Term of office for elected officers shall be one year. The President, Vice-President, Board Secretary, and Treasurer shall not serve more than two consecutive terms in the same position, but may continue to serve until a replacement can be found.
Removal of a Board member requires a two-thirds vote of the Board of Directors. Each member of the Board shall have one vote.
Should a vacancy occur on the Board, the President may, with Board approval, appoint a replacement who will hold office until the next election.
Article VII – NOMINATIONS AND ELECTIONS
The President and Board of Directors shall appoint a Nominating Committee of three, no later than March 1, to select a proposed slate of officers. The Nominating Committee Chair shall present a slate of nominees for elected office to the Board at the April Board meeting. The Nominating Committee may recommend nominees for Chairs of the Appointed Standing Committees.
Additional nominations may be made at the board and general meetings in April and May, provided prior consent of the nominee has been obtained.
The members present at the May luncheon meeting shall constitute a quorum, and election to office shall be by majority vote. There shall be no vote by proxy. Should there be more than one nominee for an office, a written ballot shall be used. The Nominating Committee shall count the ballots. In the event there is only one nominee for each office, the election may be held by voice vote.
Article VIII – ELECTED OFFICERS AND APPOINTED COMMITTEES
A. Elected officers
Section 1. The elected officers shall include the President, Vice-President, Board Secretary, and Treasurer. They constitute the Executive Committee that may act between board meetings on urgent matters with limited authority for expenditures.
Section 2. An election shall be held annually in May, with the installation of elected officers in June.
B. Duties
Section 1 – President
The President shall be the chief executive officer of the club, preside at all meetings, and appoint, with Board approval, Standing Committee Chairs. The President shall serve as an ex officio member of all committees, except the Nominating Committee, and shall be authorized to sign all necessary contracts and club checks.
The President shall appoint a Financial Review Committee and any other committees necessary to carry out the functions of the club.
Section 2 – Vice-President
The Vice-President shall assume the duties of the President during her absence or inability to serve and assist her as needed. She shall make all arrangements for Board Meetings. She shall be authorized to sign club checks. She shall perform such other tasks as requested.
Section 3 – Board Secretary
The Board Secretary shall record and keep in custody the minutes of the executive and board meetings and take care of all correspondence. She shall maintain a file of all correspondence to be accessible to the club at all times. She shall take the roll at Board meetings.
Section 4 – Treasurer
The Treasurer shall have custody of all club funds and make disbursements in accordance with the adopted budget or as directed by the Board of Directors; maintain an accurate record of all receipts, disbursements, and funds of the club, and provide documentation of transactions when asked. She shall be authorized to sign club checks and prepare and present monthly financial reports for Board review at monthly board meetings. She shall assist in financial reviews annually or more often if requested.
The Board may appoint an Assistant Treasurer who shall perform such duties as assigned by the Treasurer.
C. Appointed Standing Committees
Section 1 - Luncheon Secretary
The Luncheon Secretary shall record and keep in custody the minutes of the luncheon meetings.
Section 2 – Christmas Families Project
The Christmas Families Project chair shall manage the club’s major charitable project involving club members, the general public, and the community at large; coordinate and advance services and support for the annual Christmas Families Project, providing gifts for underprivileged children and their families. The President, Vice-President, and Treasurer shall be included in the annual initial planning meeting.
Section 3 - Restaurant and Events
The Restaurant and Events Chair shall be responsible for making all necessary arrangements for the luncheon, including special event locations, menu selections, and required equipment. She shall oversee events as needed. She shall coordinate with other chairs related to meetings and events, keeping them advised of all arrangements well in advance.
Section 4 – Program
The Program Chair shall arrange for a speaker or other entertainment for each luncheon meeting and collaborate with the president regarding introductions.
Section 5 - Membership
The Membership Chair shall collect all dues and send them to the Treasurer for processing. She shall keep an updated record of members’ names, home addresses, telephone numbers, and email addresses. She shall prepare and keep a current membership roster and provide the roster and Bylaws to members.
Section 6 – New Member Events
The New Member Events Chair shall plan and hold new member events, invite all new members, and coordinate an event to inform new members about club opportunities.
Section 7 – Reservations
The Reservations Chair shall be responsible for collecting reservations for all meetings and payment for luncheon meetings.
Section 8– Activities
The Activities Chair shall encourage and facilitate members to participate in activity groups of their choice. She shall assist in organizing new interest groups as needed and delete inactive groups.
Section 9 – Decorations
The Decorations Chair shall arrange for the table and other decorations as needed.
Section 10 – Newsletter
The Newsletter Chair shall produce and distribute the club newsletter. E-blasts shall be sent to keep members informed when necessary.
Section 11 – Publicity
The Publicity Chair shall be responsible for publicizing all meetings and events using all available media and shall handle any other publicity needed by the club.
Section 12 – Sunshine
The Sunshine Chair shall send an appropriate card to members as needed.
Section 13 – Greeters and Hospitality
The Greeter Chair shall be responsible for arranging members to help as greeters at all meetings of the club. They shall help attendees to be seated.
Section 14 – Ways and Means
The Ways and Means Chair shall be responsible for raising additional funds from all sources, including the members and guests. She shall work with other committees that raise funds for Newcomers.
Section 15 – Website/Social Media
The Social Media Chair shall be responsible for managing Facebook and using social media to promote club activities. A website manager shall update the website.
Section 16 – Community Table
The Community Table Chair shall be responsible for displaying appropriate materials before luncheons.
Section 17 - Parliamentarian
The President shall appoint a parliamentarian who shall be guided by Robert’s Rules of Order Newly Revised, with a copy available for reference. She is responsible for keeping the Bylaws and Standing Rules current.
D. Special Committees
Section 1 – Financial Review Committee
A Financial Review Committee of three members shall be appointed to annually review the financial records of the club and make an annual report of the finances to the Board and members. Additional reports shall be provided as requested.
Section 2. Budget Committee
A Budget Committee, including the President, Vice President, Ways and Means Chair, and Treasurer, shall create a budget to be presented to the Board in April and adopted by the members in May.
Section 3. Auction Committee
The Auction Committee is responsible for raising funds on an annual basis for community charitable purposes and the Christmas Families Project.
Section 4. Fashion Show Committee
The Fashion Show Committee shall be responsible for an annual fashion show and shall present a budget in advance.
E. Leaders of Activity Groups
Each leader of an Activity Group shall, at group meetings, appoint or elect the officers necessary to run the group efficiently. Groups shall be self-governing, independent, and welcoming to new members. Participation in activity groups is limited to dues-paying Newcomer’s members in good standing.
Article IX – MEETINGS
Section 1. Meetings
Luncheon meetings will be held on the 4th Wednesday of the month based on an approved calendar. Advance notice will be given for changes or Special Event meetings based on Board approval. Advance notice will be given for changes or Special Events.
Section 3. Special Meetings
Special meetings of the Board may be called by the President or five (5) board members, provided they have presented a written request to the President stating the purpose of the special meeting. Notice must be given five (5) days in advance of the meeting by electronic means, telephone, or mail.
Article X – AMENDMENTS
The Bylaws may be amended by a simple majority vote of the members present at a general meeting, provided the Board has sanctioned the proposed amendments, and the proposed amendments have been presented at the previous general luncheon meeting.
Article XI – PARLIAMENTARY AUTHORITY
The current edition of “Robert’s Rules of Order Newly Revised” shall be the authority on all questions of parliamentary law, unless in conflict with these bylaws or with the laws of the State of California.
STANDING RULES
Amended 5-24-2023
PRESIDENT EX-OFFICIO
The President is an ex/officio member of all committees with the exception of the Nominating Committee. She is to be invited to all committee meetings.
COMMITTEE MEETINGS
The Vice-President, Ways and Means Chair, and Treasurer shall be invited to meetings when their input will be beneficial.
MEETINGS
Section 1. Meetings
Luncheon meetings will be held on the 4th Wednesday of the month (unless other arrangements are necessary) based on an approved calendar presented by the Restaurant and Events Chair at the August Board Meeting. Advance notice will be given for changes or Special Event meetings based on Board approval.
Meetings will begin at 11:30 with programs to follow lunch.
The Restaurant and Special Events Chair shall coordinate luncheons and special events for “Informed Women”.
BOARD MEETINGS
Regular monthly Board meetings will be held on the 1st or 2nd Monday of the month, unless a national holiday falls on Monday, with the board meeting rescheduled to Tuesday. Meetings will be held from August through November, and from January to June. The June meeting shall include new and outgoing board members.
LUNCHEON RESERVATIONS
The Reservations Committee handles luncheon reservations. The policy is below:
Members in good standing have top priority for a reservation if made by the reservation deadline.
All reservations are secured by payment. If a guest is included, the guest’s name is required.
All payments must be made out to Newcomers Club, Newcomers, or NCNC.
Reservations are taken in order
1) check the box at each luncheon
2) payments sent to the reservations person
3) a wait list, if necessary
A payment box for future luncheons shall be available at the luncheon.
Reservation cancellations are accepted before 5 p.m., nine days before the luncheon. Payment is returned for cancellations if received on time.
If a cancellation is received less than nine days before the luncheon, the luncheon payment is not refundable.
Members who make reservations, unless cancelled before the deadline date, must pay for luncheon reservations.
Payments are not transferable.
RAFFLES
The Ways and Means Committee sells raffle tickets at luncheons. No raffles are conducted in October or December. Tickets are sold at the luncheons, and raffle items are announced. The President shall determine when the raffle will be held.
The Fashion Show Committee conducts the Fashion Show Raffle, and proceeds go towards fashion show expenses, with the balance for club operations.
MEMBERSHIP
The Newcomers' fiscal year is September 1 to August 31. Annual dues are $50, payable January 1 and delinquent after January 30. Membership Renewal Forms will be sent to members by email and US Mail as needed before May 1. Reminders shall be included in the Newsletter. The amount of dues shall be reviewed and may be changed by a vote of the Board of Directors and approved by the members.
The Membership chair shall provide membership applications at every meeting and designate an assistant to receive applications when she is not in attendance. A container shall be available at all meetings to receive checks and membership applications.
ROSTERS
Rosters are confidential and not to be used for solicitation. Each year, members in good standing receive a Newcomers Club of Nevada County Roster online. If a hard copy is desired, the member shall pay an additional fee of $5.00 with their dues to cover printing and mailing costs.
NEW MEMBER EVENTS
The President, Membership Chair, New Member Events Chair, and Activities Chair shall also attend these events. The events are planned when there is a substantial number of new members. Casual coffees shall also be held.
WEBSITE – www.ncwsc.com
The website will be updated monthly by the Website Master with information from newsletters. Appropriate changes and additions may be made to the website. The membership application will be available on the website, and prospective members will be encouraged to use it to join.
FACEBOOK – www.facebook.com/ncwsc
The Facebook page will provide information from the current newsletter and photos, articles, and luncheon information; members will be encouraged to Like, Share, and Follow. Oversight to be provided by the Social Media Chair.
TREASURER’S DUTIES
The Treasurer shall provide a copy of the current monthly Treasurer’s Report at the luncheons. Requests for reimbursement must be submitted using a Check Request Form and presented to the Treasurer within 45 days of the expenditure. Christmas Families reimbursements must be presented by February 1.
There are to be no winning bid refunds for Live or Silent Auctions.
The Treasurer shall be responsible for pursuing reimbursement from members for any checks returned from the bank for “insufficient funds.”
A “Friendship Fund” shall be included in the budget to help members with financial difficulties in paying their dues.
COMMUNITY TABLE
The following may be displayed:
Photos or memorabilia from our club
Local non-profit information
Local theater and arts events
No commercial or political solicitations are allowed.
ACTIVITIES
Each member of an Activity Group must be a member in good standing with club dues current to be verified by the Group Leader. If a substitute is needed, members in good standing must be called first. Each year the Activity Chair shall inform the Group Leaders of this responsibility. Club membership is required because activity groups benefit from insurance protection only when participants are members in good standing
NEWSLETTER
Members receive ten monthly newsletters. There are no newsletters sent in July and December. Newsletters are sent by email. If members prefer to receive a mailed copy, they will be expected to pay an additional fee of $7.00 with their dues for the privilege. The newsletters include a President’s Message, luncheon information, program information, committee announcements, new member information, raffle donations recognition, pictures, etc. All information is to be sent to the Newsletter Committee per their requested date.
SPECIAL EVENT CHAIRS
The President shall appoint Special Event Chairs for the Auction and Fashion Show. She may appoint other Special Event Chairs as necessary. Special Event Chairs will attend Board meetings as needed. Each Special Event Chair, with a committee, shall plan, coordinate, conduct, supervise, and evaluate the event and consider improvements for the upcoming year. They shall present a budget to the Board for approval by April for the upcoming year if possible, but if not, a budget is required three months before the event. An after-event report shall be presented to the Board. Proposed changes to a Special Event should not be implemented without consulting the Chair of the Special Event in advance.
The Christmas Families Project Chair shall invite the President, Vice President, and Treasurer to the annual initial planning meeting.
EXECUTIVE COMMITTEE LIMITED AUTHORITY
The Executive Committee may act on matters of urgency between Board meetings and is limited to expenditures up to $500. Minutes from the Executive Committee meeting must be provided for Board approval at the next board meeting.
BOARD JOB DESCRIPTIONS
Each Board member, Appointed Committee Chair, and Special Events Chair will provide a concise and current job description, either printed or electronic. The President and Board Secretary will keep binders with all job descriptions and Nominating Committee procedures.
Each Board Member, appointed Committee Chair, and Special Event Chair shall review the job descriptions annually. Updated information will be given to the President and Board Secretary at the May Board meeting. Binders will be updated so that job descriptions are available at the June Board Meeting. Each incoming board member and Special Event Chair shall receive a copy of the job description for her position.
VOTING OUTSIDE OF BOARD MEETINGS
Should an urgent matter requiring action between regularly scheduled board meetings occur, a vote by electronic means may be taken and tallied by the President to be ratified at the next regularly scheduled board meeting.