ARTICLE I. IDENTIFYING INFORMATION
Hollywood Women’s Club, 501 North 14th Avenue, Hollywood, Florida 33020, (954) 925-9394
ARTICLE II. PURPOSE/MISSION
“The GFWC Hollywood Women’s Club mission is to help those who are less fortunate than we by working with and supporting other nonprofit organizations. In addition, we are also dedicated to restoring and protecting the beloved historic landmark the 1927 Hollywood Women’s Club building has become. We are a diverse group of women devoted to volunteering where needed, when needed with compassion and enthusiasm for the betterment of our community.”
ARTICLE III. MEMBERSHIP
Sec. 1. Membership in GFWC Hollywood Women’s Club, Inc. shall be of three (3) classes: Active, Life and Honorary.
Sec. 2. An Active Member shall be expected to take full part in Club work and to perform faithfully the duties assigned to her, or find a substitute. An Active Member is required to pay annual dues and shall have a voice, a vote, and the privilege to run for office and serve on the board. She is also recommended to work a minimum of three (3) hours annually on the Club’s fundraising activities and participate on one of the Club’s Standing Committees.
Sec. 3. A Life Membership shall be granted to those individuals who elect to endow the Club with One Thousand Dollars in either a one-time payment or several increments within the same year earmarked for Membership. Such individual shall be entitled to all the privileges and requirements of active membership without further payment of club membership dues.
Sec. 4. A Life Membership shall be granted to those individuals who elect to endow the Club with One Thousand Dollars in either a one-time payment or several increments within the same year earmarked for Membership. Such individual shall be entitled to all the privileges and requirements of active membership without further payment of club membership dues.
Sec. 5. All Active, Life and Honorary Members have a duty and responsibility to promptly notify the Chair of the Membership Committee of any change in residence address, email address and contact telephone number.
ARTICLE IV. DUES
Sec. 1. The fiscal year shall begin on the first day of January in each year.
Sec. 2. The annual dues for Active Membership shall be $50.00 payable each January 1 and shall become delinquent February 28.
Sec. 3. A new member joining after June 30 shall pay $25.00 or 50% of the Annual Dues for their GFWC Membership dues and as of the first day in January of the following year pay her Active Membership dues of $50.00.
Sec. 4. Any member in arrears for her dues on March 1 shall not be permitted to vote until dues are paid.
Sec. 5. Any member failing to pay dues of one year shall be notified in writing before automatically dropped from the roll. If a member’s dues are paid after June a late fee of $10.00, plus current dues of $50.00, are required to become an Active Member.
ARTICLE V. MEETINGS
Sec. 1. The regular meetings of the Club shall be held on:
a). Day Group: the first Thursday of the month, October through April, except when these days fall on a legal holiday.
b). Evening Group: the second Wednesday of the month, January through December, except when these days fall on a legal holiday.
c). The Installation Dinner to install new Officers shall be held in May.
Sec. 2. Special meetings of the Club and the Board of Directors may be called by the President with a 48 hour notice.
Sec. 3. A special meeting of the Club may be called by the Board of Directors upon the written or email request of five or more members of the Club. Notice of the meeting and its nature shall be served on each Club member at least five days previously.
Sec. 4. Community Service Programs Chairwomen and Standing Committees Chairwomen shall submit their annual reports by email or in writing to the President before January 1.
ARTICLE VI. OFFICERS
Sec. 1. ELECTED OFFICERS of the Club shall be President, President Elect, First Vice-President, Second Vice-President, Third Vice-President, Fourth Vice-President, Recording Secretary, Corresponding Secretary, Financial Secretary, Treasurer, Day Group Director and four Directors. Outgoing President shall serve two years as Director. Officers shall be elected by ballot at the March meeting for a term of two years or until their successors are elected.
Sec. 2. REQUIREMENTS TO RUN FOR OFFICE: The Nominating Committee shall prepare a list of members who are in good standing and eligible to run for office based on their qualifications and are in compliance with the requirements set forth in Article III.
Sec. 3. TERM OF OFFICE
A. Officers shall serve a two (2) year term.
B. No elected officer shall serve more than two consecutive terms in the same office unless otherwise allowed by the Board.
C. The elected officers shall assume their duties at the close of the May Installation meeting.
Sec. 4. FILLING OF VACANCIES
A. A vacancy in the Presidency shall be filled by the President Elect who shall serve for the unexpired term of the President.
B. The Board of Directors shall nominate three individuals from the General Membership to serve as the Nominating Committee, which shall consist of two members from the Evening membership and one member from the Day membership to nominate a new President Elect. All necessary provisions stated in Article VII and Article VIII shall apply to this Nominating Committee. The election of the new President Elect shall be held at the next regular general membership meeting or as soon thereafter as is feasible. Any vacancy in other elected positions shall be appointed by the President subject to the approval of the Board.
C. Officer(s) that are appointed by the President to fill an office vacated before a two-(2) year term has expired, shall serve in that position for the remainder of its two-(2) year term.
Sec. 5. DUAL HOLDING OF OFFICE
A. The holding of two offices on the Board of Directors may be allowed if doing so will not conflict with the Officer’s ability to effectively serve each Office, and will not be a conflict of interest or compromise financial responsibilities. The Treasurer and Financial Secretary cannot hold an additional Office position because of their financial responsibilities.
B. The holding of both an Office on the Board of Directors and the Chairmanship of a Standing Committee may be allowed if doing so will not conflict with the Officer’s ability to effectively serve each position.
Sec. 6. ASSISTANT DIRECTOR OF DAY GROUP
A. An Assistant Director of the Day Group may be elected to assist the Day Group Director or be appointed by the President subject to the approval of the Board of Directors.
ARTICLE VII. NOMINATIONS
Sec. 1. Nomination for officers and directors shall be made by a committee of five to be known as the Nominating Committee. To be eligible to serve on the Nominating Committee, a member shall have been active and experienced in club affairs for at least six months and in good standing. Members of the Nominating Committee shall not nominate themselves for positions on the Board of Directors.
Sec. 2. Establishment of the Nominating Committee: At the November meeting, prior to the Biennial election of Officers and Directors, the Board of Directors shall nominate one board member and one member from the Evening Group and one member from the Day Group; additionally two members shall be nominated and elected by the General Membership. These five members shall be known as the Nominating Committee.
Sec. 3. The Nominating Committee shall convene in December, to elect their Chairwoman, prepare the list of members eligible to run for office and be responsible for seeking out and selecting one or more candidates for each office from the prepared list stated in Article VI, Section 2.
Sec. 4. In January, the Nominating Committee, shall meet and interview potential candidates for each office. The General Membership may make suggestions/nominations in writing or via email, to the Nominating Committee of potential candidates. Nominations shall close on January 31st.
Sec. 5. In February, the Nominating Committee shall prepare a slate of the nominees for each respective office to the General Membership at the February meeting. This slate shall constitute the nominations for each office to be filled at the March Biennial Election of Officers and Directors.
Sec. 6. March Biennial Election of Officers & Directors: The Nominating Committee shall be responsible for preparing the written ballots for election and shall serve until the election is completed. Ballots shall be kept secret until both the Evening and Day Groups have met and exercised their right to vote. The members of the Nominating Committee shall oversee the election process, count and record each ballot and certify the results of the election.
Sec. 7. The Nominating Committee must retain all written ballots for a period of 72 hours. If a candidate for a specific office wishes to challenge the election of that office, that candidate must notify the Chairwomen of the Nominating Committee in writing within 48 hours of the election, advising of the challenge, the grounds thereof and the relief sought. The Nominating Committee shall be responsible for any review of the ballots challenged and report their findings to the General Membership within 48 hours in writing, after completing its investigation.
Sec. 8. The President shall not serve as an ex-officio member of this committee.
ARTICLE VIII. ELECTIONS
Sec. 1. The Biennial Election of officers and directors shall be held in March. The Day Group shall vote the 1st Thursday of the month and the Evening Group shall vote the second Wednesday of the month. The election shall be held in March every two years or a year earlier if a vacancy needs to be filled for the President Elect position. The term of office shall begin with the Installation which shall take place on the second week in May, unless the date conflicts with the State Federation meeting or other valid conflict, at which time the Board shall set another date and place for the Installation.
Sec. 2. THE ELECTION
A. The election of officers and directors shall be by secret ballot.
B. The election shall be by secret ballot: only “Active” and “Life Membership” members are eligible to vote.
C. The election shall be by ballot with a majority vote electing. In the event of a tie, there shall be a runoff of the tied nominees. In the event no one receives a majority, there shall be a re-ballot of all nominees until one is elected.
D. Each officer shall be elected separately.
E. Outgoing President shall serve two years as Director after her term as President.
ARTICLE IX. DUTIES OF OFFICERS
Sec. 1. The President shall preside at all meetings of the Club and shall be a member ex-officio of all committees except the Nominating Committee. She shall be Chairwoman of the Board of Directors and shall call special meetings as provided for by these By-Laws. By virtue of her office, she shall be delegate to all conventions and functions deemed advisable by the Board of Directors and her proper expenses thereto shall be paid by the Club. She shall prepare a report of the year’s work to be presented at the annual meeting and the State Federation when called for. She may countersign checks. She shall exercise general supervision over all activities of the Club. She shall have access to the bank accounts only when accompanied by the Treasurer or Financial Secretary. The Board of Directors shall have the power to remove any officer who does not perform her duties with a two thirds (2/3) vote of its Members.
Sec. 2. The President Elect shall assist President with all meetings of the Club and shall be a member ex-officio of all committees except the Nominating Committee. She shall also be delegate to all conventions and functions deemed advisable by the Board of Directors and her proper expenses thereto shall be paid by the Club. She shall work closely with the Chairwomen of the Standing Committees, Community Service Programs, and the Second and Third Vice-President to gather, document, and report all necessary information required for annual Reporting to the Federation, and present in a Microsoft Word, Excel or similar document to the President by the end of the third week in January.
The purpose of the President Elect position is to establish a clear continuity of succession, as well as provide experience and familiarity with the operation of the organization prior to assuming the duties of President. By virtue of election to the office of President Elect, this person is given a mandate by the voting members of the organization to assume the office of President, upon the expiration of the term of office of the existing President.
Sec. 3. The First Vice President shall preside in the absence of the President and President Elect. She shall be Chairwoman of the Membership Committee (see Standing Rules for Committee details) and shall act as aide to the President and President Elect, and familiarize herself with the work, function, and affairs of the club during her term of office.
Sec. 4. The Second Vice President shall preside in the absence of the President, President Elect, and First Vice-President. She shall be Chairwoman of the Program Committee (see Standing Rules for Committee details) and with such committee she shall work closely with the Chairwoman of the Yearbook Committee.
Sec. 5. The Third Vice President shall preside in the absence of President, President Elect, First and Second Vice-Presidents. She shall be Chairwoman of the Fundraising and Social Committees (see Standing Rules for Committee details), assume charge of all fundraisers and social affairs, and shall be a member of the Program Committee.
Sec. 6. The Fourth Vice President shall preside in the absence of the President, President Elect, and other Vice-Presidents. She shall be Chairwoman of the House Committee (see Standing Rules for Committee details). She shall be in charge of renting and minor house details and upkeep and work closely with the Chairwoman of the Restoration Committee.
Sec. 7. The Recording Secretary shall keep and furnish to the Board, copies of correct minutes of all regular, special, and Board of Directors meetings at least one week prior to the next meeting; compile an electronic file of the approved minutes for all meetings and prepare and keep a record/sign in sheet of each member in attendance for all Board meetings.
Sec. 8. The Corresponding Secretary shall notify members by letter or email that have missed five (5) consecutive meetings to gently remind them that they have been missed; send notes to members who are ill; send a sympathy card upon the death of a member’s relative; send Thank You notes or other general correspondence as requested or agreed upon by the President or Board. Correspondence shall be such as to express politeness and the general character of the Club.
Sec. 9. The Financial Secretary shall:
A. Attend club events where money may need to be counted; be responsible for cash boxes and starting “bank” of funds to make change.
B. Maintain a policy of cash handling procedures for fundraising events or other social events to include Installation Dinner with the help of Event Chairs.
C. Ensure that at least two-(2) club members count the money together (this may include the Financial Secretary); keep an accurate record of all funds received and have both/all parties sign a receipt.
D. Turn over to the Treasurer all monies received and obtain a receipt from the Treasurer.
E. Prepare and present a Financial Secretary’s Report at each Board Meeting, documenting all funds turned over to the Treasurer.
F. Assist the Treasurer in the preparation of an Annual Report that includes gross receipts and disbursements for the year, to be presented at the Board and General Membership Meetings no later than February.
G. Review Treasurer’s Monthly Reports and bank reconciliations.
Sec. 10. The Treasurer shall:
A. Be custodian of all monies pertaining to the Club and keep accurate financial records of all gross income, receipts, and disbursements.
B. Maintain a checking account and any other financial or savings accounts needed to hold club funds at banking facilities, approved by the Board of Directors, in the name of “GFWC Hollywood Women’s Club, Inc.”; reconcile all monthly financial statements.
C. Receive all monies for the Club and deposit them in a timely manner in the Club’s accounts; keep an accurate record of all deposit slips attached to an itemized deposit form listing the sources of the income.
D. Be authorized to sign checks and make payments via debit card, bank checks, or automatic withdrawals (i.e., monthly utility bills). Will be responsible for paying monthly operating expenses, budgeted items, Loan Repayments, and any other disbursements only as approved by the Board of Directors; keep a record of each disbursement, obtaining an itemized bill, sales receipt, or invoice to document every expenditure.
E. Prepare and present a Treasurer’s Report at each Board Meeting providing an accurate financial accounting of all receipts, disbursements, and bank balances to date.
F. Prepare an Annual Report that includes gross receipts and disbursements for the year to be presented at the end of the fiscal year (December) no later than the February Board Meeting.
G. Be responsible for reporting and paying all required taxes (County, State, IRS), GFWC dues, government fees required for 501(c) (3) certification and for reports or renewal applications (County exemptions, State certifications) when due.
H. Close the books on (December 30th) and submit for audit to be done by a Certified Public Accountant or an Audit Committee made up of three club members as required in the Bylaws (ARTICLE XIII. AUDITORS).
Sec. 11. Directors shall assist Officers in the affairs of the Club.
ARTICLE X. BOARD OF DIRECTORS
Sec. 1. Elected Officers, Chairwoman of the Restoration Committee, Parliamentarian and Immediate Past President shall constitute the Board of Directors and shall meet on the first Wednesday of the month from January through December, except when these days fall on a holiday. An additional meeting of the Board of Directors can take place if President deems so or if five (5) or more Officers request a meeting.
Sec. 2. Any Hollywood Women’s Club Board member with 3 unexcused absences from the regularly scheduled board meetings in one calendar year will result in an automatic termination from the Board. The Board of Directors shall have the right to reinstate that board member.
Sec. 3. The Board of Directors shall carry on routine business of the Club, make recommendations and offer plans for the welfare and benefit of the Club for approval by the Club membership when necessary.
Sec. 4. The Board of Directors shall approve all projects of the Community Service Programs.
Sec. 5. The Board of Directors shall approve any and all major construction and/or restoration to the Clubhouse and to insure that such construction and restoration complies with all required building codes including but not limited to all National Historic Preservation requirements necessary to keep the Clubhouse National Historic designation.
ARTICLE XI. COMMUNITY SERVICE PROGRAMS (“CSP”)
Sec. 1. There shall be six Committees:
- Home Life
- International Outreach
- Public Affairs
Sec. 2. The Chairwomen of these Committees shall be selected by the President with the approval of the Board of Directors.
Sec. 3. The Chairwoman of each Committee shall prepare one program a year, stressing the work of the CSP and shall cooperate with the State chairwoman to keep the club informed regarding Federation work and requirements.
ARTICLE XII. STANDING COMMITTEES
Sec. 1. There shall be nine Standing Committees, namely:
- Public Relations/Marketing
- Community Service
- Audit Committee
The Membership Committee, First Vice-President, shall receive and act upon all requests and invitations for membership. She shall be responsible for collecting membership dues which shall be turned over as soon as possible to the Treasurer or Financial Secretary with necessary information of new member to include legal name, email and residential addresses, and phone number(s). She shall immediately update Membership Log to include new member(s) information and forward updated list to all Board members. Membership Committee shall greet all members at each Evening Meeting and maintain a sign-in sheet. All new members shall receive electronically a Welcome Package from the Membership Committee. At the end of the year the chairwoman shall work with the Treasurer to accurately complete the GFWC Dues Remittance form. The Committee shall, in every way possible, work to increase membership of the Club.
The Program Committee, Second Vice-President, in consultation with the Board of Directors, shall work closely with the chairwoman of each Community Service Program and present a proposed Agenda to the Board at the August board meeting outlining the upcoming year’s Evening Meeting schedule to begin in September and end in May of the following year. One week prior to each Evening Meeting she shall confirm with that month’s CSP Chair to make sure all meeting requirements are in place to include but not limited to; announcement/invitations, contact with Public Relations/Marketing Chair for social network releases, secure and confirm guest speaker if applicable, refreshments, secure set-up and breakdown teams, etc.
Fundraising Committee, Third Vice-President, shall have charge of all Fundraising events approved by the Board, Installation Dinner (in May), and any other social receptions or events approved by the Board to further the financial interests of the Club. Committee shall prepare a budget for the following year and present it to the Board for approval at November’s meeting. She shall form a Fundraiser Committee to prepare for the Club’s annual major fundraiser. She shall present to the Board each month leading up to the event any and all updates, budget status, venue, ticket sales, etc. The President shall assist her with coordination of membership participation. Committee shall plan for May’s Installation Dinner and form a committee to assist with all pertinent details. Same shall apply with any other social reception or event. This committee shall work closely with the Public Relations/Marketing Committee, Corresponding Secretary, Treasurer and Financial Secretary.
The House Committee, Fourth Vice-President, shall have charge of the Clubhouse and all House property. The Chairwoman shall provide a budget for the following fiscal year of clubhouse expenses and upkeep and present to the Board at November’s meeting for approval. Committee shall make and keep an inventory of the same and shall report to the Executive Committee any needed replacements and repair. Chairwoman and/or designated House committee member shall oversee all rentals, applications, and deposits. The committee shall see that the building is kept clean and in proper order for meetings and rentals, and that no equipment is taken from the club premises for use elsewhere, except as provided for in these By-Laws or approved by the Board.
The House Committee shall work diligently to maintain the safety and structure of the building. Committee shall seek grants when applicable and adhere to all necessary means to maintain the Clubhouse National Historic Designation. Any and all construction and restoration repairs or upgrades made to the building must be approved by the Board. The Club House Restoration sub-committee shall also work closely with the House Committee.
The Public Relations/Marketing Committee shall prepare notices and news items for the newspapers, radio, television, and website, and shall endeavor to keep Club activities before the public. Chairwoman shall oversee any and all Social Network announcements and advertisements making sure that all are in a tasteful manner and in no way offensive to anyone. Chairwoman shall work closely with all Standing Committee chairwomen to ensure that our website, Facebook, YouTube, and Twitter accounts are up-to-date with the latest program, fundraiser, community service event, etc., and that all notifications are expressed in an inoffensive and tasteful manner. The purpose of our website and social media shall be to share information, and serve as a helpful and supportive Internet-based tool that adds value to our Club. Any future social media venues this Committee feels will benefit the Club must first be approved by the Board.
The Handbook Committee shall solicit ads and secure updated photographs and biographies of members for the Bi-annual Handbook. The Committee shall diligently work to provide a quality Handbook that admirably represents the GFWC Hollywood Women’s Club and it members and sponsors. The Committee shall work closely with the Fundraising Committee Chairwoman to secure all necessary sponsors to include in the Handbook. The Committee shall work closely with the Treasurer and Financial Secretary for an accurate account of monies received. The Handbook will be published every two (2) years and will be distributed to members and sponsors.
The Community Service Committee shall perform the duties usually assigned to such a committee. Committee shall strive to be active in the community assisting when possible other not for profit organizations such as, but not limited, to Broward Outreach Center, Women In Distress, Kids In Distress, Community Enhancement Collaboration, etc. The Committee shall work closely with the chairwomen of each CSP and shall always conduct all community service projects in a manner that admirably represents the GFWC Hollywood Women’s Club.
The Audit Committee
Sec. 1. There shall be three auditors; the Chairwoman and two members appointed by the President and shall be approved by the Board of Directors at the Executive Board meeting in November. They shall audit the books of the Treasurer and Financial Secretary in January and submit a report at the first evening meeting in February.
Sec. 2. On years where a new Treasurer is elected, an Audit Committee shall be appointed by the President to audit the books of the outgoing Treasurer in May prior to the Installation Dinner and the books being turned over to the new Treasurer. This audit report will be presented to Board of Directors by the June Board of Directors meeting.
A member can serve as Chairwomen of one Standing Committee and a Community Service Program simultaneously. An Officer can also serve as Chairwoman of a Standing Committee simultaneously as provided in these By-Laws.
ARTICLE XIII. HISTORIAN
Each member of the Board of Directors along with the Press and Publicity Committee shall work together to combine any and all articles, minutes, invitations, etc., to include all of the activities, achievements, and clubhouse restorations for a given year. They shall be preserved in a manner e.g. CD or air tight container and stored in a place approved by the Executive Board.
ARTICLE XIV. QUORUMS
Sec. 1. Eleven members in good standing, present and voting at any evening meeting of the Club, shall constitute a quorum.
Sec. 2. Eleven members in good standing, present and voting at a called meeting of the Club shall constitute a quorum.
Sec. 3. Seven members of the Board of Directors and voting at a meeting of the Board of Directors shall constitute a quorum.
ARTICLE XV. PARLIAMENTARY AUTHORITY
On all business of Order and Parliamentary usage, the Club shall be governed by “Robert’s Rules of Order, Revised.” A Parliamentarian shall be appointed by the President.
ARTICLE XVI. CLUB RECORDS
The books of the Treasurer, the Financial Secretary and the Recording Secretary shall be kept in their own hands and submitted to the Board of Directors upon request. They shall be turned over to the new officers elected for their respective offices at the first regular Board Meeting following the Installation Meeting in May.
ARTICLE XVII. CLUB EQUIPMENT AND MAINTENANCE
Sec. 1. No equipment of the club may be removed from the premises for use elsewhere, except on approval of the Board of Directors. Members removing equipment shall sign for such equipment and receipt shall be held by the House Chairwoman until return of equipment.
Sec. 2. Request for the use of the Clubhouse and utilities on the premises by outside groups may be permitted. Requests for such use shall be made to the Board of Directors, who shall determine the conditions under which permission shall be given if request is granted.
Sec. 3. No such approval shall be granted when its use is for either political purpose or fundraising activities by outside groups.
Sec. 4. Any additions, remodeling or alterations to the interior or exterior of the Clubhouse and Grounds must have the approval of the Board of Directors and two-thirds vote of the members present at the respective meetings of the Day and Evening Groups.
Sec. 5. Before an unbudgeted expenditure of $500.00 or more can be made, all board members must be notified by telephone and/or email of the date when voting on such expenditure is to be taken. However, if in the opinion of the Board of Directors, expenditure is deemed essential to the welfare of the Club, it shall be paid immediately.
Sec. 6. In case of uncontrollable disaster, the President or any available officer shall have the authority to take any and all measures necessary to protect the building and property from further damage.
ARTICLE XVIII. AMENDMENTS
These By-Laws may be amended at any meeting by a two-thirds vote of members in good standing, present and voting, provided that a quorum is present as defined in Article XV and provided that the amendment, approved by the Board of Directors, has been submitted in writing and read at the previous meetings, as well as at the evening meeting when it will be submitted to the members for a vote.
ARTICLE XIX. DISSOLUTION
GFWC Hollywood Women’s Club is organized exclusively for charitable and educational purposes under section 501 (c) (3) for the Internal Revenue Code. No part of the net earnings shall inure to the benefit of or be distributable to its members, trustees, officers, or other private persons, except the Club may pay reasonable compensation for services rendered.
Upon the dissolution of the GFWC Hollywood Women’s Club, Inc., assets shall be distributed for one or more exempt purposes within the meaning of section 501 (c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code, or shall be distributed to the federal government or to a state or local government, for public purpose.
- No tickets, merchandise or services for any other purpose than the GFWC Hollywood Women’s Club benefit shall be offered for sale at the Clubhouse or Grounds, except for non-profit organizations.
- Rental of the Clubhouse to 501c (3)/Non-Profit Organizations will be offered four (4) times a year for a nominal fee of $50.00. Any additional rentals to Non-Profits will be at the discretion of the Board of Directors.
As Revised 2016