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NAME:

 

This club shall be known as Coosaw Creek Women’s Club (“CCWC”)

 

PURPOSE:

 

The Club shall be set up as a non-profit organization.  Its purpose is to foster a strong sense of community among Coosaw Creek Country Club members by offering opportunities for socializing, communicating, sharing mutual interests and concerns and assisting those in need within the club and throughout the tri-county area.

 

ORGANIZATION:

 

  1. For the first year, the membership shall elect a President, Secretary, and Treasurer.  The elected President shall choose her Vice-President.  Thereafter, the Vice-President will become the President of the Club the following year.
  2. Officers shall be chosen at the first official meeting, assume office immediately, and serve until the conclusion of the calendar year 2000.  In keeping with the voluntary nature of CCWC, volunteers for the vacated offices of Vice-President, Corresponding and Recording Secretary, Treasurer, Newsletter Editor, Welcome Committee POC, Historian and Website manager shall submit their names in writing during the month of October   to the current President of the CCWC.  On or about November 1st, CCWC Board members will review the ballots and compile a list of volunteers for each position that will be presented to the membership at the November meeting.  Voting will be by written ballot by paid members present at the November meeting.  Officers assume responsibilities at the January meeting.  Upon occurrence of a vacancy, an interim election shall be held to fill the vacancy for the balance of the year.  The President’s and Vice President’s term of office will be one year, other board positions shall be held for a minimum of one year but a board member can elect to resubmit her name for the following year(s).
  3. Yearly dues shall be $24.00, payable in January of each year.  Pro-rated dues of $2.00 per month beginning September 1st through December 31st will be provided for new Coosaw Creek Women’s Club members only. The President, Vice-President, Recording Secretary, Corresponding Secretary, Treasurer, Historian, Welcome Committee POC, Website Manager and Newsletter editor shall constitute CCWC’s Board of Directors. This Board shall meet monthly, prior to the regularly scheduled meeting and other times as need arise.

 

 

BOARD ROLES AND RESPONSIBILITIES:

 

 

PRESIDENT

 

The President shall preside at all meetings of the club, and board of directors meetings, sign all documentary papers in the name of the Club, and appoint the chairs of special committees. The president shall be an ex officio member of committees.

Tasks of the President

  • Prepare a calendar of events with Board members and present to the CCWC in January for approval.
  • Coordinate the meeting schedule with CC Manager; reserving dates for meetings and events.
  • Preside over all CCWC meetings.
  • Preside at all lunches, board meetings, attend all club events.
  • Writes “Letter from the President” for each newsletter.
  • Chair monthly board committee meetings.
  • Appoint and delegate responsibilities as needed to club members to include chairperson for Spring Lunch, New Neighbor Brunch and Covered Dish Dinner.
  • Reviews together with board members potential candidates for the “Volunteer of the Year Award”.
  • Presents Slate of Board members (for the next year) at the November Meeting for membership vote
  • Sign checks together with Treasurer (ie. Dual signature authority required for all checks).

 

PAST PRESIDENT: 

The Past President functions as an advisor to the Women’s Club Board and the President directly.  The Past President should attend the board meetings in a non-voting capacity for the year following her term as president.  The most recent past President shall preside over meetings in the absence of the President and Vice-President.

 

VICE PRESIDENT:

The Vice President of the Women’s Club shall succeed and represent the President in the event that the President is unable to perform her duties or attend a specific function which requires her presence.

Tasks of the Vice President:

  • To perform the duties of the President in her absence
  • To familiarize herself with the bylaws, procedures, and policies of the CCWC and all its committees
  • To attend all meetings of the CCWC.
  • To perform other duties as may be assigned by the President.
  • In the event that the current President can no longer perform her duties, the Vice President becomes the President until the next regular election of the CCWC.

 

TREASURER:

The Treasurer shall be responsible for keeping all accounts and paying all bills which have been approved by the Board.  The Treasurer shall receive all income from each Coosaw Creek Women’s Club event.  She shall keep an account of all receipts and expenditures and make a report to the general membership and/or to the Executive Board on a monthly basis.   All expenses must be reported to the Treasurer.  Bills must be submitted within thirty days of the event to which they pertain.  The Treasurer and President will pay all bills and make all deposits.  Checks must be approved by the Treasurer and the event Chairperson before they are paid.  The Treasurer shall prepare and submit an annual financial report to be presented at a general meeting. The books are to be closed and reconciled prior to the January meeting. In order that the books may be closed, the Treasurer shall call for all bills owed and make an accounting of all outstanding bills.

 

Tasks of the Treasurer:

 

  • Obtain the financial records of the past treasurer and make certain all records are in order.
  • Organize all accounting and budgeting procedures for the coming year.
  • Collect the dues and other money from club projects, gifts, etc, depositing them as soon as possible.
  • Prepare addition and change of address information.
  • Keep an accurate record of all paid memberships and provide the Board with a copy of the paid membership
  • Deposit all funds immediately (never retain cash). Be certain the club bank account is in proper order.
  • Always obtain a receipt for any expenditure of funds.
  • Transact all club business by check.
  • Distribute written reports at all Board meetings and report at General Meetings as necessary
  • Keep the club president and all others concerned informed on the club’s financial position.
  • Keep all financial records up-to-date and accurate
  • Attends all CCWC sponsored activities that involve either the collection of funds or dispersing of checks for services rendered (i.e. CCWC evening meetings, Spring Lunch, Covered Dish, etc).  If unable to attend functions, notifies the President and provides the President with a check to pay for expenses incurred by CCWC or asks the President to collect funds, as appropriate.
  • Provide all financial information to her successor

 

 

RECORDING SECRETARY:

 

The Recording Secretary shall record the minutes of the Club and the CCWC Board of Directors and submit the minutes to the Board for approval and subsequent distribution. The recording secretary shall give a written report and the official minutes book to her successor.

 

Tasks of the recording secretary:

 

  • Maintain a record of motions from the Club and Board meetings
  • Record the minutes of the meetings of the Club and the Board, including attendance at Board meetings.
  • Provide copies of monthly Board and General meeting minutes to all Board members.
  • Prepare short summaries of the General meetings for the Newsletter.
  • Retain the records of the current year and provide to her successor

 

 

CORRESPONDING SECRETARY:

 

The Corresponding Secretary shall conduct the social correspondence of the Club and report monthly to the editor of the Newsletter the names of those to whom cards have been sent. The corresponding secretary shall give a written report to her successor.

 

Tasks of the corresponding secretary:

 

  • Conduct the general correspondence of the Club and any special correspondence requested by the Board.
  • Conduct the social correspondence of the Club ie. Thank you note, condolence messages, get well, birth announcements, etc
  • POC for the CCWC for receiving information on the health/welfare status of the Coosaw Community Residents
  • Serves as liaison to Helping Hands Committee Chair

 

 

NEWSLETTER EDITOR:

 

 

The newsletter editor will be responsible for the preparation of the newsletter based on information submitted by the Board, CCWC members or the community for distribution to the CCWC and Coosaw Creek community.

 

 

Tasks of the newsletter editor:

 

  • Prepare the Newsletter to include all meeting notices, Special Activities events, summarized meeting minutes (provided by the recording secretary) and other pertinent information.
  • Provide newsletter in hardcopy to the Board for review prior to placement on the CCWC website
  • Place newsletter on the CCWC website
  • Notify Coosaw Creek Community of updated website information
  • Place limited numbers of hardcopy newsletters in the POA office and Club for members without computer access or for potential new neighbors.
  • Train successor in newsletter compilation and website placement

 

 

WELCOME COMMITTEE POC:

 

 

The welcome committee POC shall meet with all new Coosaw Creek residents providing them information about the community and in particular about Coosaw Creek Women’s Club


Tasks of the Welcome Committee POC:

 

  • Coordinate monthly with the CC Club Manager to determine the new residents moving into Coosaw Creek
  • Serve as the POC for Member Services and the POA Property Manager to distribute general information on the community.
  • Prepare each Welcome Packet (community and CCWC information) and keep all materials included current.
  • Visit each new resident, if possible, to distribute community information and CCWC information
  • Serve as an ambassador for the Women’s Club inviting new members to join and inviting them to our new member meetings/social events.

 

 

 

CCWC WEBSITE MANAGER:

 

Maintain the current information on the CCWC website.  The Website Manager should be included in all meetings, including board meetings in a nonvoting capacity.

 

 

HISTORIAN:

 

It is the duty of the historian to keep a record or history of the club’s activities and achievements during the year. This person should take pictures at projects, socials and special events. The historian should be included in all meetings, including board meetings in a nonvoting capacity.

 


 

PROCEDURE

 

MEETINGS:

 

  1. Regular meetings shall be held on the first Monday of the month at 7p.m. as dictated by the schedule provided by the President
  2. Special meetings may be called by the Board upon notice to the membership.
  3. A “majority vote” shall be the simple majority (51%) of those dues-paying members in good standing present at a meeting when each vote is taken.
  4. In the event the regular meeting falls on a holiday or conflicts with other events, the Board may reschedule the meeting and notify members of the new date.

 

 

AMENDMENTS:

 

The bylaws may be amended at a regular meeting by a two-thirds vote of the total membership of the club who are present when the vote is taken.

 

(revised 9/11/2012)