Constitution 2017-2018
CONSTITUTION, NEIGHBORS AND NEWCOMERS
Constitution of the Neighbors and Newcomers
Club of Cumberland County (Approved 2/23/2017, Amended 2/22/18)
ARTICLE 1: NAME
The name of the club shall be Neighbors and Newcomers Club of Cumberland County, located in Crossville, Tennessee. Hereafter, it shall be referred to as the Club.
ARTICLE II: PURPOSE AND OBJECTIVES
A: Purpose:
The Club is organized exclusively for the fellowship of its members, and to promote charitable and educational causes in the community, including contributions to charitable organizations in the community, and civic and service projects.
The Club is a non-profit organization.
B: Objectives
1. To provide an immediate opportunity for Members to become acquainted with others in the neighborhood and community.
2. To provide an atmosphere of friendliness and goodwill for Club members.
3. To provide opportunities for the members to increase their knowledge and awareness of the surrounding area and the State of Tennessee.
ARTICLE III: MEMBERSHIP
Membership in the Club shall be available to any person who is interested in the purposes and objectives of the organization and who regularly pay annual dues. Members are expected to attend regularly scheduled meetings, and to participate in the activities of the Club.
Members are to make luncheon reservations either through the web-site or through emails or contact by the callers at least one week prior to each meeting.
Members are expected to pay for the luncheon if they did not cancel their reservation prior to the cut- off date, the Saturday prior to the scheduled meeting. If a delinquent payment has not been received prior to the next scheduled meeting, then said member will not be able to make a reservation the next month....
ARTICLE IV: BOARD OF DIRECTORS AND EXECUTIVE COMMITTEE
The Board of Directors shall consist of the elected officers and chairpersons of committees, and is the governing body of the Club. The elected officers agree to serve the Club in that capacity for two years. The Executive Committee of the Board of Directors shall be comprised of: the CO-Presidents, Co- Secretaries, the Treasurer, and Assistant Treasurer. They shall have the power to act for the Board, subject to the Board’s later approval. The Executive Committee shall appoint an auditor for the year.
ARTICLE V: ACCOUNTING AND AUDIT
The fiscal year of the Club commences on July first, and closes on the last day of June. An annual audit of the Club’s operations is to be completed by July 31, by the Auditor appointed by the Executive Committee.
ARTICLE VI: MEETINGS
There should be at least eight (8) regular meetings a year, at which Club business till be transacted. Reports shall be made by committee chairs and special interest groups either by verbal report at meetings, or posted on the Club’s website, so that all Club members will be informed of the Club’s activities.
Special meetings may be called by the Co-Presidents when necessary.
Meetings of the Officers and Board of Directors are to be held as needed.
The May meeting of the Club, when new officers are installed, is referred to as the Annual Meeting. November and December meetings will be combined due to holidays.
ARTICLE VII: POLICY
A. Non-Discrimination:
The Club shall not discriminate against prospective Members because of race, color, creed, national origin, sex, income, marital status, educational background, or any other factor.
B. Programs and Activities:
The programs and activities of the Club shall be subject to approval by the Board of Directors.
C. Dissolution
In the event that the Club should be dissolved, the assets of the organization shall be distributed for one or more exempt purposes within the meaning of Section 501C4.
ARTICLE VIII: BY-LAWS
A. OFFICERS AND COMMITTEE CHAIRS
The officers of the Club shall be Co-Presidents, Co-Secretaries, Treasurer and Assistant Treasurer, Program Co-Chairs, Reservation Co-Chairs, Nominating Co-Chairs, Publicity Co-Chairs, Caring Co-Chairs, Decorating Co-Chairs, Guest Services Co-Chairs, Greeter Co-Chairs, and Invocation Co-Chairs. The term of office shall be two years. Each year will end with one previous and one new Co-Chair. Resignation of any officer shall become effective upon notice to one of the Co-Presidents. The officers shall be elected by the Membership in April, and installed at the Annual Meeting in May. It is the duty of the outgoing officers to train the new officers, so that the Club will continue to function smoothly.
B. DUTIES OF OFFICERS
It shall be the duty of the Board of Directors to coordinate plans and activities of the Club and have general management of the Club’s affairs. The Board of Directors shall meet annually after the April meeting to select non-profit organizations to receive monetary support from the Club. They shall also determine the amount each non-profit organization shall receive.
CO-PRESIDENTS (EXECUTIVE BOARD MEMBERS)
1. The Co-Presidents shall be the Chief Executives of the Club, and shall preside over all meetings of the Club, Executive Committee, and Board of Directors.
2. The Co-Presidents shall be the ex-officio members of all standing committees except the Nominating Committee.
3. The Co-Presidents, along with the Treasurer and Assistant Treasurer, shall be the only authorized signers for the bank account.
4. The Co-Presidents shall be responsible for the printing of the Calendar of Meetings for distribution at the September meeting.
5. The Co-Presidents shall organize locations and caterers for monthly meetings.
6. The Co-Presidents shall be responsible for determining which organizations shall receive donations at each monthly meeting. They will then present this list to the Board of Directors for confirmation.
7. The Co-Presidents shall be responsible for calling in the number of reservations to the caterer each month.
8. The Co-Presidents shall procure and/or appoint a person to obtain prizes for monthly meetings.
9. The Co-Presidents shall purchase and distribute Thanksgiving turkeys with funds collected at the October meeting. Volunteers from the Board and membership may be asked to assist them.
10. The Co-Presidents shall appoint a person to research families to be recipients of Christmas gifts. A description of these families will be presented to the membership prior to the December meeting. Volunteers from the Board and Club members will be asked to assist in the purchasing, as necessary, from the funds collected for this purpose at the December meeting.
11. The Co-Presidents shall make an agenda for each regular meeting, and give copies to the Co- Secretaries and Publicity Co-Chair for the purpose of facilitating their written reports.
12. The Co-Presidents shall be responsible for obtaining an Auditor to audit the books after July 31.
13. Outgoing Co-President shall be responsible for installing new officers at the Annual Meeting.
14. A Co-President shall be responsible for adding or deleting names from the bank account. That Co-President must have a copy of the minutes of the Annual Meeting to prove installation of said officers.
CO-SECRETARIES (EXECUTIVE BOARD MEMBERS)
1. The Co-Secretaries shall keep an accurate record of the proceedings of all regular meetings of the Club, the Executive Committee, and the Board of Directors.
2. The Co-Secretaries shall write all letters that bear the Club signature, except those pertaining to finance.
3. The Co-Secretaries shall send a copy of all minutes to the Co-Presidents for approval prior to making the final copy for the record book and posting on the website.
4. The Co-Secretaries shall make copies of the minutes, or post the minutes on the Club website, for review at the next meeting- so that they may be read and voted on as approved or amended by the general membership.
5. The Co-Secretaries shall send a copy, or email, of approved minutes from the Executive and Board of Directors meetings to each committee chairperson after approval by Co-Presidents.
6. The Co-Secretaries shall provide a copy of the Annual Meeting minutes with a list of all installed Officers of the Executive Board so names can be added and deleted for new Co-Presidents Treasurer, and Assistant Treasurer to update the names for the checking account.
TREASURER (EXECUTIVE BOARD MEMBER)
1. The Treasurer shall collect all dues and fees, and shall maintain an up-to-date list of Club Members.
2. The Treasurer shall be charged with maintaining the Club’s bank account, and shall keep accurate records of the Club’s finances.
3. The Treasurer, along with the Co-Presidents and Assistant Treasurer, shall be the only authorized signers of the check book.
4. The Treasurer shall disburse funds for purchases made when the reimbursement form is filled out, with original vendor receipts attached.
5. The Treasurer shall be responsible for notification of members who did not cancel their reservations and owe money for the luncheon.
6. The Treasurer shall collect all special donations and disburse funds to the appropriate organizations, as approved by the Executive Committee.
7. The Treasurer’s report shall include all receipts, expenditures, and bills outstanding.
8. The Treasurer shall accept all monetary donations. Checks accepted must be made payable to Neighbors and Newcomers.
9. The Treasurer shall close the books on June 30 of each year, and render an annual Audited report to the Club at the September meeting.
ASSISTANT TREASURER (EXECUTIVE BOARD MEMBER)
1. The Assistant Treasurer shall assist the Treasurer in collection and counting of monies for each monthly meeting,
2. The Assistant Treasurer shall assume the duties of the Treasurer temporarily in her absence or following her resignation.
PROGRAM CO-CHAIRPERSONS
1. The Program Co-Chairs shall be responsible for planning and conducting the programs of the regular meetings, with the approval of the Co-Presidents.
2. The Program Co-Chairs shall introduce the presenter and/or organize and conduct the monthly program.
3. The Program Co-Chairs shall be allowed to spend $200 annually at their discretion.
4. The Program Co-Chairs shall be responsible for appointing committee members to help when needed.
5. The Program Co-Chairs shall be responsible for sending thank-you cards to all speakers.
RESERVATIONS CO-CHAIRPERSONS
1. The Reservation Co-Chairs shall be responsible for sending out the monthly meeting invitations, taking and compiling reservations from members, including the Callers List.
2. The Reservation Co-Chairs shall be responsible for making changes to the email account.
3. The Reservation Co-Chairs shall be responsible for checking in each member and collecting fees for each luncheon.
4. The Reservation Co-Chairs shall be responsible for counting the money collected each meeting and presenting such to the Treasurer.
5. The Reservation Co-Chairs shall be responsible for informing the Co-Presidents and the Treasurer as to the number of reservations for each upcoming regular meeting.
6. The Reservation Co-Chairs shall be responsible for notifying the Decorating Committee Co- Chairs of the number of members and guests attending the meeting, so that the appropriate number of tables will be available.
7. The Reservation Co-Chairs shall be responsible for letting the Guest Co-Chairs know the names of each Guest attending the meeting.
NOMINATING CO-CHAIRPERSONS
1. The Nominating Co-Chairs shall be responsible for obtaining persons from the membership to fill positions for Co-Chairpersons for the upcoming year. They will inform the members that these positions will be for a period of two years, unless a letter of resignation is presented to the Co-Presidents.
2. The Nominating Co-Chairs shall be responsible for submitting to the Board of Directors, at the March meeting, the slate of officers to be elected at the April meeting of the Club.
3. The Nominating Co-Chairs shall be responsible for providing the nominees for vacancies occurring during the current year.
CARING CO-CHAIRPERSONS
1. Co-Chairs shall be responsible for sending get well cards to members and condolence cards to any member and/or surviving spouse.
DECORATING CO-CHAIRPERSONS
1. The Decorating Co-Chairs shall be responsible for the table decorations, which will be coordinated with the seasons and holidays
2. The Decorating Co-Chairs shall be responsible for supplying the tablecloths if the facility does not provide them.
3. The Decorating Co-Chairs shall be allotted a budget of $25.00 per meeting, if needed.
GUEST CO-CHAIRPERSONS
1. Guest Co-Chairs shall make tags for each guest attending a first meeting.
2. The Guest Services Co-Chairs shall introduce the guests at each meeting.
PUBLICITY CO-CHAIRPERSONS
1. The Publicity Co-Chairs shall be responsible for promoting and advertising club meetings, activities, and fundraisers to the community. They shall prepare articles, accompanied by photos, if applicable, and submit them in accordance with the publication deadlines of local media.
GREETER CO-CHAIRPERSONS
1. The Greeter Co-Chairs shall be responsible to greet and welcome attendees as they arrive. One Greeter shall stand visibly at the entrance, to ensure the attendees easy entrance into the building and to direct to the meeting room, and a second Greeter shall stand by the Reservation table to assist any Guest or Member in finding an available seat for the meeting.
INVOCATION CO-CHAIRPERSONS
1. The Invocation Co-Chairs are to provide a brief, non-denominational, prayer prior to each meal. It may include asking for guidance or success, and it should give gratitude for the food about to be shared and those who have prepared it. It may be seasonally appropriate; i.e., patriotic at Veterans Day or Memorial Day; espousing gratitude at Thanksgiving time and including a Christmastime message in December.
C. MEETINGS
1. The Regular meeting of the Club shall be on the Fourth (4th) Thursday of each month, EXCEPT the November and December meetings, which will be combined and held on a Thursday in December.
2. A Board of Directors special meeting may be called by the Co-Presidents as necessary.
3. Meetings of the Executive Committee shall be called at the discretion of the Co-Presidents.
D. GENERAL MEMBERSHIP
1. All paid-up Members will be considered as having active Membership status for the coming fiscal year.
2. Each paid-up Member will have the privilege of one vote.
3. The amount of annual dues for the following fiscal year will be determined by the Board of Directors.
4. Dues for the current year should be paid by the October meeting. If a member wishes to make a monthly reservation and dues have not been paid, the reservations chairperson will accept the reservation and remind them that the dues are not up to date, and payment will need to be made with the lunch payment at the meeting they will be attending.
5. One meeting may be attended as a guest. At the second meeting attended, the person is expected to join and pay dues.
E. POLICY
1. The Club shall not be affiliated with any civic, political, or commercial organization.
2. The Membership list belongs to the Club, and shall not be made available to the general public, except for the needs of the Club.
3. Contracts needed for the operation of the Club may be approved and executed by the Executive Committee.
F. AUDITOR
1. An appointed Auditor shall conduct an examination of the accounts of the Club, shall prepare and present the Annual Audit to the Board, and upon approval, shall give the report to the Treasurer and Assistant Treasurer, who shall then be responsible for presenting said report to the Club at the regular September meeting.
ARTICLE IX: AMENDMENTS A. CONSTITUTION:
1. The Constitution may be amended, or additions made, when approved by a quorum of Membership.
2. The Board of Directors shall react to a proposed change in the Constitution and such change (if approved) will be voted on at the next monthly meeting.
3. A majority of active dues-paying members present at the monthly meeting will constitute a quorum.
B. BY-LAWS:
1. By-Laws or an amended By-Law may be recommended by any Member, and must be approved by the Board of Directors.
2. For a copy of this amended Constitution, please contact your current Co-Presidents.