| Peters Township Newcomers & Neighbors Bylaws (Revised June 2012) |
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Article II - Purpose The purpose of this club shall be to welcome newcomers to Peters Township, to help them become a part of this community, to facilitate social orientation, and to participate in charitable and civic projects. Article III - Amendments A committee shall be appointed by the President to revise the bylaws, as deemed necessary or at a minimum every four years. The bylaws shall then be presented and voted upon by the Board and then the members of this Club. Article IV - Membership Membership in this Club shall be open to all women of Peters Township and those residing in surrounding communities. A member in good standing is one whose dues are current. A new member is one who has not been an active paid member for a period of 2 years. Article V - Dues Dues for renewing members shall be payable at the September Kick-off. If dues are not paid by October 31 the member shall be dropped from the membership list. New member dues must be paid after attending two (2) PTNN functions. New members after January 1 shall pay reduced dues. Dues shall be paid to the Treasurer. The Board members shall establish the dues. These dues shall not be increased more than 25% in one fiscal year unless voted on by the general membership. If there is an increase in the dues, written notice of the amount of the dues and a reason for the increase must appear in the first newsletter for that year. The amount of dues shall be noted under Standing Rule 1. Article VI - Meetings The Club shall hold an annual Kick-off meeting in September. Any formal business requiring membership voting may take place at this meeting. Throughout the year, if events warrant full membership action on an issue, communication will take place via email and/or written ballot. If an emergency meeting must be convened, a request for such can be submitted to the President at the written request of a minimum of five (5) members. The President will call a meeting giving membership at least seven (7) days notice. Quorum at such a meeting shall consist of the majority in attendance. The Board meetings shall be held monthly as determined by the Board. For voting purposes, a quorum will constitute the majority of voting members in attendance. Article VII - Officers The Executive Board of the Club shall consist of the President, First Vice-President (Membership), Second Vice-President (Programs), Recording Secretary, Treasurer, Corresponding Secretary, Newsletter Editor, Civics & Services, Publicity Chairman, Ways & Means and Parliamentarian. The term of office shall run from July I through June 30. The President shall preside for a two (2) year term. All other officers will serve for a one (1) year term. Article VIII - Election of Officers In January, the President shall appoint a Nominating Committee comprised of three people, at least one of whom should be a general member. The proposed candidates will be announced at the February Board Meeting and published in the March newsletter. Nominations for any additional candidates must be submitted to the Chairman of the Nominating Committee by April 1st. Should any positions be uncontested, no election process will take place. The nominees will be confirmed by the Board at the April meeting. Should there be more than one candidate for an office, the nominees will be announced to the general membership by April 1st to be voted on by the general membership via email and/or ballot. Votes will be cast to the three (3) member Nominating Committee who will count the results. The result of the election will be communicated within three (3) days. Offices may be co-chaired with the approval of the Board. In the event of death, resignation or removal of an officer (other than the President), her successor shall be selected by the Board members and shall serve the remainder of her term (one year). Removal of Officers Should the Board feel that an officer or an appointee be grossly negligent of their duties, after two (2) attempts to remedy the situation, a deadline will be communicated for action. If the duties are not met to the satisfaction of the Board by that deadline, a vote will be taken to remove the individual from their responsibilities. A majority of voting Board members will be required to remove the individual from service. Article IX - Duties of Elected Officers The President shall preside at all meetings of the Club and Board. The President shall coordinate the efforts of all officers to maintain order in the Club’s functioning. The President shall appoint any special committee deemed necessary. The President shall have check signing power as well as the Treasurer. The President shall attend Board meetings and maintain records of activity. The First Vice-President shall serve as Membership Chairman. The Membership Chairman shall fill the position of President, if necessary, at a meeting or in the event the position becomes vacant. The Membership Chairman shall keep an up-to-date list of all members and prospective members of the Club and make sure that each new member receives a current newsletter, a copy of the bylaws and a welcome letter. The Membership Chairman should attend Board meetings and maintain records of activity. The Second Vice-President shall serve as Program Chairman and preside at meetings if neither the President nor First Vice-President is present. The Program Chairman shall be responsible for arranging and introducing a minimum of seven (7) programs per planning year. The Program Chairman shall coordinate Activity Chairmen. The Program Chairman should attend Board meetings and maintain records of activity. The Recording Secretary shall take minutes at all Board meetings and send those to Board members within seven (7) days for review. The Recording Secretary shall attend Board meetings and maintain copies of all minutes. The Treasurer shall collect all dues, receive all monies for the Club and deposit it in the approved bank. The Treasurer shall keep an up-to-date list of members and give a copy of the list to the First Vice-President and any other positions that require it as needed. The Treasurer shall be in charge of all funds and shall pay all bills. General Club expenses exceeding the line item budget will be paid only after they have been presented to the Treasurer and approved by the Board or President. The Treasurer shall report all receipts, expenditures and bills outstanding at each Board meeting. The Treasurer shall supply the Board with statements of such. The Treasurer shall check the PO Box at least bi-weekly. The Treasurer shall attend Board meetings and maintain records of all activity. The Corresponding Secretary shall write all letters that bear the Club signature. The Corresponding Secretary shall also write a thank you note to any outside individual who has presented a program or favor to the Club. The Corresponding Secretary shall send greeting cards to members, who are ill, have babies or have experienced a loss in the family. The Corresponding Secretary shall send out the monthly newsletter and email all official Club correspondence. The Corresponding Secretary shall keep a current email roster and send electronic invitations (Evites). The Corresponding Secretary shall attend Board meetings and maintain records of her activity. The Newsletter Editor is responsible for collecting and publishing monthly information about the club, its members and community, no later than the 1st day of each month during the programming year. The Editor will write and edit the final copy, print in any suitable way and mail or email the Newsletter to the Corresponding Secretary for distribution to members in good standing and prospective members. The Newsletter Editor shall attend Board Meetings and maintain record of her activity. The Publicity Chairman shall write, prepare and publicize information on Club meetings, activities, and functions in an effort to increase awareness of the Club within the community. The Publicity Chairman will inventory and maintain marketing materials and signs. The Publicity Chairman will contact all new residents of Peters Township and invite them to participate in the Club. The Publicity Chairman will prepare and distribute invitations to the annual Kick-off meeting. The Publicity Chairman will attend Board meetings and maintain record of her activity. The Ways and Means Chairman shall devise plans for raising funds for the Club and submit a record of all expenditures and funds raised to the Board. The Ways and Means Chairman will coordinate with newsletter advertisers to ensure revenue potential is maintained. The money raised from Ways and Means projects shall be turned over to the Treasurer. This may be done by as many projects as necessary throughout the year. The Ways and Means Chairman will attend Board meetings and maintain records of their activity. The Civics and Services Chairman shall be in charge of all charitable and civic projects and shall investigate opportunities for members to volunteer their services within the community. The Civics and Services Chairman shall attend Board meetings and maintain records of their activity. The Parliamentarian shall see to it that parliamentary procedure is followed at the Board meetings. Robert's Rules of Order (revised) shall be the parliamentary authority for this Club. The Parliamentarian shall also chair any bylaw revision or amendment meetings. After revisions have been voted on by the membership, shall rewrite the by-laws and give copies to the Elected and Appointed Board and make copies available to all members. In the absence of the Parliamentarian, a Board member other than the President shall fill this role. The Parliamentarian should attend Board meetings. Article X - Duties of Appointed Officers The President may appoint special committees, as deemed necessary. A Nominating Committee (Article VIII) and Finance Committee (Article XI) shall be set up each year. All officers of the Board may appoint their own committees in order to assist them in carrying out their functions. The officer shall be the Chairman of the committee. No committee action may be taken until submitted to the Board for approval. Article XI - Budget The fiscal year will run from July 1 through June 30. A Finance Committee shall be established to set a budget for the following year. The Finance Committee shall consist of the President, the Treasurer and a minimum of three (3) members chosen by the President. The incoming President and Treasurer shall also attend the Finance Committee meeting. Article XII - Commitment of this Club Any resolution, motions or other matters committing this Club to a course of action such as a request for funds, assistance, endorsements, or special meetings shall not be considered by this Club until it has been submitted to the Board and approved. If the Finance Committee determines that a charitable contribution is appropriate based on year end balances, the suggested amount will be communicated with the general membership. The members will be given seven (7) days to nominate recipients for the Board’s consideration. The Board will evaluate the applicants and determine the appropriate number of gifts to be given. A list of screened finalists will be presented to the general membership for final selection. These numbers may vary annually based on potential contribution amounts. Preference will be given to organizations that serve our local community. Article XIII - Business Solicitation Peters Township Newcomers and Neighbors Club is organized to promote social and/or civic activities among its members. Further, the Club is a nonprofit organization whose fundraising projects are intended to support the Club’s activities and programs. Therefore, the PTNN Board Members maintain that it is inappropriate to wear any business name tags, bring displays/products, or solicit for your business at any function not specifically organized for that purpose. That does not include the advertisements for personal businesses that are paid for in the monthly newsletters. Solicitation for your business via club member e-mail listing is also disallowed. Article XIV - Dissolution of the Club Should this Club dissolve for any reason, after a six (6) month waiting period, all funds in the Treasury should be divided and be given to three (3) local charities. Standing Rules 1. Dues for General membership shall be $30.00 (revised 2006), payable at the first General meeting in September. If dues are not paid by October 31st, then membership will be discontinued. New members as of January 1st will pay $20.00 (revised 2006). 2. Upon completion of a year-end financial report it shall be presented to the general membership and published in the newsletter or sent via email. 3. Attendance sheets shall be kept for the activities and socials. The chairmen shall inform the First Vice President of all non-member participation. 4. No refunds shall be made for meetings where reservation fees are required. 5. Solicitations for donations by any member, in the name of the Club must have prior approval by the Board. |
| Membership dues will be collected at the Fall Kick-off... Sept 14, 2017. Returning members should pay their 2018 - 2019 membership dues by October 31, 2018 but are invited to renew for the year at any time. Please send your check for $30 made out to PTNC to:
McMurray, PA 15317 here to open the Membership Form .pdf file. You can print it, fill it out, and send it in with your check for $30. (NOTE: If joining after January 1st, BRAND NEW MEMBERS can pay the prorated dues amount of $20.) When becoming a member, you will receive our monthly newsletter, an Evite for all of our programs/activities, invitations to meet women in our area at wonderful events, and will be given many different opportunities to give back to our community. Please join us for lots of fun and wonderful friendships! If you have any questions before joining, feel free to contact our VP of Membership, Machi Simon: machi.simon@gmail.com |
