Bylaws

ARTICLE I

NAME

The name of this Club shall be known as the Babylon Village Women’s Club, Inc.

 

ARTICLE II

OBJECTIVES

The purposes of this Club are those set forth in these bylaws of the Babylon Village Women’s Club, Inc. (BVWC) namely:

The Babylon Village Women’s Club is a nonprofit organization focused on the needs of the Babylon community.

 

To provide assistance in the form of scholarship funds to women returning to school for a degree and direct emergency support for families in need during crisis.

 

To assist local organizations that provide food and supplies to the underserved in our community through volunteer activities, food drives and financial support.

 

ARTICLE III

MEMBERSHIP

Club Membership is open to any female resident of the Town of Babylon, taxpayer, business owner, or employee.

 

ARTICLE IV

DUES

  1. The annual dues shall be reviewed by the President, Treasurer and Vice President and their recommendations shall be presented to the Board of Directors for approval.

  2. The fiscal year for the Club is from January 1st to December 31st.

  3. When a prospective member has attended one social, dues must be paid by the second social she attends.

  4. Yearly dues shall be payable on the first of April, but in no case later than the first of May. Checks are to be sent to the Treasurer, made payable to Babylon Village Women’s Club, Inc.

  5. New members inducted before December 31st of any calendar year shall be required to pay the full yearly dues as established in the Bylaws.

  6. Membership does not become effective until dues are paid.

  7. Dues are non-refundable 30 days after receipt of payment.

ARTICLE V

MEETINGS

  1. There shall be at least eight (8) gatherings per year, at which the Club business may be transacted, unless otherwise ordered by the Board of Directors. In addition, there shall be scheduled at least 4 general membership meetings to be announced in advance, via newsletter, social media and email.

  2. There shall be an Annual Meeting in November of the Board of Directors and the entire membership. In a non-election year, the other Club business shall be discussed.

  3. The Board of Directors shall meet on the second Tuesday of the month.

  4. Special and general meetings may be called upon by any board member whenever necessary.  

 

ARTICLE VI

BOARD OF DIRECTORS

  1. The Board of Directors shall consist of the elected officers and all appointed officers who reside in, are an employee or business owner, or tax payer in the Village of Babylon.

  2. The elected officers of the Board are the President, Vice-President, 2nd Vice-President, Secretary and Treasurer. They shall hold office for two years and may succeed for an additional two year term, if reelected.

  3. Board members are obligated to attend a minimum of eight (8) board meetings per year, and may not be absent for more than two consecutive meetings. The Secretary must be notified of any planned (i.e. vacation, conflicts, etc.) or absences. Failure to meet these obligations will be subject to review by the Board.

  4. Appointed officers are Historian and two (2) Members-At-Large

 

ARTICLE VII

ELECTION OF OFFICERS

  1. All officers will be elected bi-annually with the exception of successive terms as referred to in Article VI, section 2.

  2. Eligibility for the President shall be limited to any member of the Board of Directors who has served on the Board for two (2) years. Other elected officer positions shall be open to the general membership. Any general member may be appointed to any of the remaining Board positions as vacancies arise. If no one on the current Board displays an interest in becoming President, then the Vice President will be appointed. If the Vice President is unable to fill this position, the Nominating Committee will seek out a qualified person from the general membership.

  3. Suggestions for officer nominees, Board of Director members and special committee members must be made to the President no later than August 31st.

  4. The nominations for officers shall be presented to the Board of Directors at the September Board Meeting. The nominations for officers shall be published in the newsletter no later than the October issue.

  5. At the October social, the chairperson of the Nominating Committee shall present the slate of candidates for the Board of Directors for the upcoming election year. The Chairperson of the Nominating Committee shall introduce the candidates for office to the general membership.

  6. At the Annual Meeting in November, the officers shall be elected by written ballot or electronic voting procedure.

  7. A vacancy in any office shall be filled by a candidate selected by the President, with the approval of two-thirds (2/3) of the Board of Directors, with the exception of the Presidency, which is automatically filled by the Vice President for the remainder of the unexpired term.

 

ARTICLE VIII

VOTING PROCEDURE

  1. At any general membership meeting, the members in attendance shall be considered a quorum. A simple majority vote shall prevail.

  2. At meetings of the Board of Directors, two-thirds (2/3) of the voting members shall constitute a quorum. A simple majority vote shall prevail. Honorary members shall not have a vote. 

 

ARTICLE IX

DUTIES OF OFFICERS

  1. President: Presides at all meetings of the Club and all meetings of the Board of Directors. She, in conjunction with the Board of Directors, appoints all non-elected officers and Nominating, Bylaw, and Finance committees. All re-appointments are to be reviewed and approved annually. Serves as exofficio member of all committees. She may be empowered to initiate changes to policy or procedure when presented and accepted by a majority vote of the Board of Directors. She shall be empowered to sign checks in the absence of the Treasurer. She is, in conjunction with the Treasurer, responsible for the annual budget. Represents the club at socials, special club events and select community events. Oversees the Community Network and the Scholarship committees. Reviews all club related communications. In conjunction with the Board of Directors, oversees the Holiday Auction.

  2. Vice-President: Performs all duties of the President in her absence or when called upon to do so. Is responsible for initiating and overseeing all fundraising special events. Serves as ex-officio member of all special events. Oversees the activities of the Social/Events Committee. In conjunction with the Second-Vice President, submits all recommendations for any and all special events/activities to the Board for prior approval. In conjunction with the Board of Directors, oversees the Holiday Auction.

  3. Second Vice-President: Performs all duties of the Vice-President in her absence or when called upon to do so. In conjunction with the Second-Vice President, submits all recommendations for any and all special events/activities to the Board for prior approval. Coordinates with all committees to maintain social media and website content. Oversees the Marketing and Historian/PR Committee. In conjunction with the Secretary, oversees the current roster database. In conjunction with the Board of Directors, oversees the Holiday Auction.

  4. Secretary: Keeps minutes of all meetings and sends a synopsis of the monthly Board meeting to the Board of Directors prior to the next regularly scheduled meeting. Notifies members of the Board of changes in scheduled meetings, both regular and special. Is responsible for all Club correspondence that bears the Club’s signature, except those pertaining to finance. In conjunction with 2nd Vice President, oversees the current roster database. May coordinate a farewell dinner for the outgoing Board of Directors. In conjunction with the Board of Directors, oversees the Holiday Auction. Oversees Membership Liaison and Interest Groups Committees.

  5. Treasurer: Performs all duties of the Secretary in her absence or when called upon to do so. Deposits all dues and fees for the Club. Submits all bills in excess of the annual budget for approval by the Board of Directors. Is responsible for all dues billing. Gives a financial report at each monthly Board meeting. Shall submit audited books by the end of the first quarter of the fiscal year, giving a complete annual financial report. In conjunction with the President, prepares the annual budget. Serves as chairperson of the Finance Committee. Oversees Ways and Means Committee. Is responsible for all financial matters and for current insurance needs. In conjunction with the Board of Directors, oversees the Holiday Auction.

 

ARTICLE X

DUTIES OF STANDING COMMITTEES

STANDING COMMITTEES:

All standing committees are answerable to the Board of Directors and may be called upon to make special presentations.

  1. Social and Entertainment: Chaired/Co-Chaired position that is empowered to select committee members and takes responsibility for all arrangements for meetings and socials. In conjunction with the Ways and Means Committee, assumes responsibility for the Holiday Auction.  

  2. PR & Marketing: Chaired/Co-Chaired position empowered to select committee members and delegate responsibilities. Publishes a quarterly newsletter to be distributed by the end of each quarter during the club year unless a date change is Board approved. Assumes all responsibility for the distribution of the newsletter and for communication of newsworthy items to local publications, the Club’s website and social media accounts. Submits an advanced copy to the Board for review. Reports to the 2nd VP.

  3. Ways and Means: Chaired/Co-Chaired position that is empowered to select committee members and delegate responsibilities. Devises plans for fundraising for the Club’s charitable projects. Oversees the fundraising from Scholarship Committee. Provides the Treasurer reports of all projects and funds raised and reports regularly with all recommendations. In concert with the Social and Entertainment Committee, assumes responsibility for the Holiday Auction. Assumes the responsibility for the recommendations of fundraising monies.

  4. Historian/Public Relations: Chaired/Co-Chaired position that is empowered to select committee members and delegate responsibilities. Assumes responsibility for documenting Club activities and submitting pictures for social media and newsletter. Reports regularly to the 2nd Vice-President and, if requested, submits all Club data for review.

  5. Interest Groups: Chaired/Co-Chaired position that is empowered to select committee members and delegate responsibilities. Polls Club members for interests and concerns, continually seeks activities to fulfill interests of members, and coordinates all interest groups’ publicity with the Secretary and PR & Marketing Committee. Reports regularly to the Secretary with all recommendations and findings.

  6. Membership Liaison: Chaired/Co-Chaired position that is empowered to select committee members and delegate responsibilities. Actively pursues new members. May enlist assistance of the Board and general membership. Reports regularly to the Secretary with all recommendations and findings.

  7. Community Network: Chaired/Co-Chaired position that is empowered to select committee members and delegate responsibilities. Operating expressly for the Club as a non-partisan, non-sectarian group to enhance the Club’s communal representation for the betterment of the Village of Babylon. Reports regularly to the President with all recommendations and findings.

  8. Scholarship Committee: Shall qualify and sponsor a non-traditional female student who resides in the Town of Babylon as a recipient of the Babylon Village Women’s Club Scholarship. Reports to the President and provides fundraising reporting to Ways and Means Committee. Scholarship Committee shall have its own by-laws and guidelines.

SPECIAL COMMITTEES:

  1. Bylaws: Shall be composed of three (3) members appointed annually by the President. The Chairperson of the previous Bylaws committee may serve as an ex-officio member. Shall review the Bylaws and present its recommendations to the Board of Directors.

  2. Finance: Shall consist of the Treasurer (who shall serve as chairperson), the President and the outgoing President. Shall draw up a proposed budget at the beginning of the fiscal year and present it to the Board of Directors for approval. Approved budget is to be published in the 1st quarter newsletter.

  3. Nominating Committee: Shall consist of three (3) members in good standing appointed by the President, Vice President and Treasurer. The nominations for office shall be presented by the Committee to the Board of Directors at the September Board Meeting. The committee shall present the slate of officers to the general membership at the October social.

ARTICLE XI

BYLAWS

A proposed amendment for consideration from the general membership must be presented in writing to the ByLaw committee. The Bylaw committee must present its findings and recommendations to the Board of Directors no later than 30 days after receipt of such or at the next regularly scheduled meeting.

STANDING RULES:

  1. There will be annual dues.

  2. Members are required to contribute to the Holiday Auction.

  3. Annual reports must be submitted by the standing committee chairpersons and Members of the Board of Directors to the President prior to the annual meeting if deemed necessary.

  4. Individuals shall not solicit funds for any cause at any function of the BVWC without prior approval from the Board of Directors.

  5. All Interest Groups shall remain open throughout the year for new members.

  6. Membership in the BVWC may be terminated: A. If a member decides to resign. B. If a member does not comply with the BVWC’s mission, by a vote of 2/3 majority of the Board of Directors. C. If a member uses or allows the membership list to be used for anything other than BVWC activities. D. If a member fails to pay annual dues for the following fiscal year by the 1st of May.

  7. Founder-President Kim Rose Berry maintains lifetime membership/Board position and has the right of one (1) Founders vote.

Contact Us

P.O. Box 173

Babylon, NY 11702

babylonvillagewomensclub@gmail.com

Connect with us
  • Facebook - White Circle
  • Instagram - White Circle

Contributions are tax-deductible to the extent permitted by law. The tax identification number is 11-3148013

The Babylon Village Women's Club is a 501(c)(3) charity © COPYRIGHT 2018.

ALL RIGHTS RESERVED.