Newcomers Club of Greater Grand Rapids Association
By-Laws – Modified May 2011
Article I - Mission Statement
The Newcomers Club of Greater Grand Rapids is an all-volunteer organization established to help individuals new to the Grand Rapids area to make friends, find people who share common interests and hobbies, become acquainted with the area and to participate in various community projects.
Article II – Board of Directors
Section 1 – The Board of Directors shall consist of the Executive Directors and Standing Committee Directors.
Section 2 – Executive Directors of the Club shall be the President, Vice-President, Treasurer, Secretary, Membership and Advisor/Parliamentarian.
Section 3 – The Standing Committee Directors of the Club shall be Philanthropy, Publicity, Welcoming, Activities, Newsletter, Childcare, Hospitality, Luncheon, Club Historian, Sunshine, Website and Auction.
Section 4 – The Board of Directors shall meet once each month during the September to May Club year, at least one time over the summer and at such other times as directed by the President with at least three days of notice.
Section 5 – Any Board vacancy shall be filled by majority vote of the Board. Any other vacancy shall be filled by the President’s appointment from candidate suggestions. However, the Vice President shall succeed to the Presidency in the event of the resignation of the President.
Section 6 – All Club decisions requiring a Board of Directors vote shall be made by a simple majority of the Board present at a meeting where a quorum (defined as two-thirds of the occupied Board of Directors positions) in attendance.
Section 7 – All Executive Directors and Standing Committee Directors are required to attend the monthly Board Meetings unless otherwise excused by the President or Secretary.
Section 8 – Each Director and Interest Group Chairperson have a description of her job, which she shall update and pass on to her successor. A copy shall go to the President.
Article III- Duties of Executive Directors
Section 1 – President: It is the duty of the President to provide leadership and to oversee the general state of affairs of the club. The President is responsible for presiding over the Club’s General meetings as well as at the Board meetings. She may appoint special Committees as occasion for them arises. The President is responsible for the Nominating committee as stated in Article VI. The President will insure that a year-end review of the clubs financials occurs prior to the new board beginning their term. After the transition of the new board, the outgoing president will become an ex-officio member of all committees and interest groups.
Section 2 – Vice President: The VP will assume the Presidents duties in the absence of the President. The VP is responsible for organizing the programs and/or activities for 5 General Meetings per year. In addition, the VP has the authority to solicit assistance from the membership to support the above responsibilities.
Section 3 – Secretary: The Secretary shall keep minutes of all business meetings of the club and the Board. She shall provide the Board Members with a copy of such minutes in advance, via email when possible, of each meeting. She shall take attendance at Board meetings; keep records, keep all secretarial and club records to maintain a permanent record for the club and to maintain current and historical by-laws and other information of lasting value to the club. She shall be responsible for all club correspondence. The Secretary is in charge of the procedures and details for ballot voting at elections.
Section 4 – Treasurer: It is the duty of the Treasurer to keep all treasury records for the current and previous 5 years and to be in charge of all club monies. She will give monthly reports at the Board meetings. The treasurer shall provide a treasurer’s financial summary to be published in the monthly newsletter. It is the responsibility of the Treasurer to draft a club budget to be approved by the Board of Directors no later than the October monthly meeting.
Section 5 - Membership: It is the duty of the membership Director to collect yearly dues, to keep an updated file on all club members, to forward activity sheets to the Activity Group Coordinator and to the Newsletter for new member introductions. It is also the responsibility of the Membership Director to prepare and deliver a written monthly report of the membership status to the Board. It is the duty of the membership Director to assemble the membership directory and by-laws for printing.
Section 6 – Advisor/Parliamentarian (Prior Year President):
This is a non-voting, advisory role. This position is to be filled by the immediate past president.
Article IV – Duties of Standing Committee Directors
Section 1. Philanthropy is responsible for coordinating all fund raising projects for the club with the exception of the auction. In addition, the Philanthropy Director will coordinate the club’s support of Kids Food Basket. If at any time the Kids Food Basket is not servicing our area or no longer appropriate for the membership, the Director will solicit nominations from club membership to consider for club sponsorship for that program year. Final selection will be made by a simple majority ballot vote at the May General meeting/luncheon.
Section 2 – Publicity is responsible for publicizing the club and its activities on a monthly basis, through various media, both in terms of upcoming events and accomplishments. To ensure this end, the committee director has the authority to assign a subcommittee to assist in the solicitation of advertising for the membership directory and the distribution of club brochures to broaden the exposure to the club in the community. It is also the responsibility of the publicity Director to ensure that the club’s promotional materials are current.
Section 3 - Welcoming is responsible for integrating new members into the club. This job entails greeting new members, organizing a mentor program, responding to hotline inquiries regarding club membership, and organizing social gatherings to introduce new members to each other and the Board members. The committee director has the authority to select a committee to assist in the above responsibilities.
Section 4 –Activities Group Director is responsible for acting as a liaison between Activity groups and the Board. The Activities Group Director will be responsible for ensuring that each activity Chairperson has submitted the name of an individual to chair their activity for the incoming year by May of the current year.
Section 5 – Newsletter Director is responsible for the publication and distribution of the Club’s monthly newsletter. The Newsletter Director will select and oversee a committee to assist in this effort.
Section 6 - Childcare Director is responsible for making arrangements for childcare and to take reservations for childcare for all General meetings and luncheons as needed.
Section 7 - Hospitality is responsible for making the necessary arrangements for providing refreshments and kitchen clean up at all General Meetings.
Section 8 - Club Historian is responsible for gathering and taking pictures of club events and special activities throughout the year, to be organized in a photo album. The Club Historian will ensure that the two most current albums be displayed at all general meetings. After two years, the Club historian will present the photo album to the President
who presided over the Club that program year.
Section 9 - Luncheon Director is responsible for coordinating at least 3 luncheons a year; this is to include the end of the year Installation of Officers Luncheon. The Luncheon Director has the authority to solicit a committee to assist in the above responsibilities.
Section 10 - Sunshine Committee is responsible for acknowledging noteworthy events pertaining to current members and their immediate family. All correspondence will be secular in nature.
Section 11 – It is the responsibility of the Website Director to provide pertinent club information on our website and to maintain and keep current any updates to the club’s website.
Section 12 – Auction is responsible for coordinating and overseeing the club’s annual fund-raising event. The Auction Director has the authority to solicit a committee to assist in this effort.
Article V – Interest Groups
Section 1 – Purpose: The purpose of the Interest Groups will be to further acquaintances and to promote friendship. The members of each group with the approval of the Executive Board determine the policies of each Interest Group. Changes in established practices of any group must be reported to the Interest Group Director.
Section 2 – Interest Group Chairpersons are responsible for getting information about their Group to the Newsletter Director before the deadline.
Section 3 – Financial Status: Interest groups are financially independent of the Club. The financial expenses of each group will be fully determined by its members.
Section 4 - Each Interest Chairperson is responsible for contacting all members expressing an interest in their activity.
Article VI – Elections
Section 1 – During December, the President shall appoint a Nominating Committee consisting of the President, a member of the Board of Directors, and three Club members in good standing and not serving on the current Board of Directors. The names of the Nominating Committee will appear in the February newsletter informing all members of their privileges to nominate. The Nominating Committee shall nominate from among the membership one or more persons for each of the offices of the President, Vice President, Secretary, Treasurer and Membership Director. The nominee(s) for President must have served for at least one full term on the Board of Directors. The Nominating Committee may also recommend members to fill the Standing Committee Director positions outlined in Article IV.
Section 2 – Every member shall have the opportunity to suggest to the Nominating Committee the name of prospective nominees to the Executive Board. Any member in good standing may be nominated for a Board of Director position.
Section 3 – The Nominating Committee shall present the list of nominees for the Executive Board of Director’s positions in the Newsletter sent out after the March meeting (April Newsletter.) Nominations may be made from the floor at the election provided the consent of the nominee has been previously secured. The Nominating Committee shall recommend a list of prospective Standing Committee Directors to the Board of Directors.
Section 4 – The election of the Executive Directors will take place at a General Meeting of the Club in April. Standing Committee Directors shall be approved at the meeting of the Board of Directors in April.
Section 5 – In the event of a single nominated slate for the Executive Directors, voting may be done by voice approval. If there is more than one nominee for a position, voting shall be done by secret ballot under the direction of the Secretary. Individuals receiving the majority of the votes of the members present shall be duly elected.
Section 6 – The May General Meeting will include the installation of the Executive Directors and introduction of new Standing Committee Directors for the following year.
Section 7 – The term of elected Directors shall run from June 1st to May 30th with no person holding the same position longer than two consecutive full term years. When a person fills a short-term vacancy on the Board, they may serve again in the same position on the Board for two more years.
Section 8 – Retiring Executive Directors, with the exception of the President, shall be eligible for election to some other office. Any Executive Director may succeed herself in office for one year. In the event the President does succeed herself and the current Advisor/Parliamentarian does not choose to serve the second year, the President may select any previous past President or five-year member to serve as Advisor.
Article VII – Membership, Dues and Fees
Section 1 – Anyone who has moved to the Grand Rapids Metropolitan area from a distance of 30 miles or more is eligible for membership. Exceptions may be made at any time by a vote of the Board of Directors.
Section 2 – Newcomer membership becomes effective when eligible persons pay the current years dues that are due on the first day of any Newcomer activity or by September 30th, whichever comes first.
Section 3 – Persons participating in Newcomer activities without paying current year’s dues will not be eligible for membership in the next year without remitting the unpaid dues of the previous year plus the current year’s dues and the late fee.
Section 4 – Payments for all Club functions are to be considered nonrefundable, unless the function is canceled.
Article VIII – Finances
Section 1 – The Treasurer shall deposit all funds of the Club in a bank to be chosen by the Club.
Section 2 – The Treasurer shall reimburse expenditures made by Club members only after each expenditure is approved by the individual with responsibility for the budget line item under which the expenditure is made and has provided the Treasurer with a receipt.
Section 3 – The President will appoint a committee of three people (not to include the Treasurer) to review the financial transactions of the Club for that program year.
Section 4 – The retiring Board of Directors shall leave a working balance as determined by the Board of Directors. The incoming Board of Directors may revise the proposed budget, as it deems necessary to meet its goals.
Section 5 – At the end of the fiscal year (May), the Board of Directors will make a recommendation to the membership for the disbursement of some or all of the balance. This disbursement must be approved by a majority of the membership in attendance.
Article IX – Meetings
Section 1 – Regular meetings shall be held from September through May. Newly elected Board of Directors shall assume the duties after the installation ceremony in May. There shall be no General Meetings during June, July and August.
Article X – By-laws
Section 1 – Suspension, revision or amendments to these By-laws must be approved by a majority vote of those members attending a
General Meeting. Notice of such amendments must be given one month prior to the General Meeting.
Article XI – Miscellaneous
Section 1 – Officers of other welcoming organizations and services are not eligible for a position on the Board of Directors of the Newcomers Club of Greater Grand Rapids.
Section 2 – Solicitation of members for outside business endeavors shall not be permitted before, during or after Club General Meetings, activities or functions. At the discretion of the Board of Directors, advertisements in the Newsletter and Website can be permitted. The President shall give violators of the “No Solicitation Rule” a written reprimand. If solicitation continues, the violator(s) will be asked to relinquish their membership. No refund of dues will be made.
Standing Rules
Standing Rules are rules adopted by a society that is of continuous nature. These rules may be suspended or changed by the Board of Directors without previous notice by a 2/3 vote, or with a majority vote with notice.
The Board has the authority to deal with all matters of administration. This includes, but is not limited to, organizational structure. It includes the legal definition of the organization and how it is set up and administered to insure compliance with State of Michigan laws.
If Forest Hills Public Schools are closed on the day of a scheduled Board of Directors Meeting or General Meeting, such meetings shall be canceled.
Membership in Newcomers Club of Greater Grand Rapids is a requirement after a prospective member attends any three Club activities, i.e., General meetings and any interest group or activity.
Current membership dues are $25.00 annually per family. There is a late fee of $5.00 to be assessed against any member who does not renew by September 30th. Any first-time member who joins March 1st – April 30th will pay dues of 55% of the current year’s dues for the remainder of her membership year. First time members joining after April 30th shall pay the current years dues but shall be exempt from payment of dues for the following program year.
**Notes**Standing rules deal only with administrative matters and establish specifics for conduct of business. They provide for the management of the organization as a whole and cannot conflict with the By-Laws. Examples are dues, cancellations, setting the time and dates of meetings. These are the only things the Board can vote on and change without a membership vote.
All changes and decisions must be voted on by the Board. There needs to first be a quorum (2/3 of the Board) present for any vote. Then a simple majority is needed. The exception to this is when voting on Standing Rules. Given previous notice, a majority vote counts. Without previous notice a 2/3 vote is needed to change or pass a Standing Rule. Everything except Standing rules must then be voted on by the membership. *Newcomers has no church affiliation.