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WOMAN’S SOCIETY AD HOC
BY-LAWS REVISION COMMITTEE 2004-2005
Jodie Stewart, Chair; Linda Ender, Nina Johnson, Ruth Miller, Mary Pons
Introduction to final
report
When we reviewed the 1983
by-laws which were in force, we came to the conclusion that such a major
revision was needed, that the best way to proceed was to write a new document.
We developed the following principles and guidelines for doing so:
• Emphasize the
inclusivity and openness of the Woman’s Society.
• Strive for
clarity and utility of concept and language.
• Reflect current
practice and make it flexible and workable.
• Fit in
officially as a covenant group within the larger church organization.
The committee believes that
it has developed such a document, which it now presents for ratification.
Summary of major changes
1. A more
descriptive mission statement
2. Changes in
terminology to reflect current opinion and usage
• Former
“auxiliary” is now “smaller group
• Former “special
interest” is now “church associated group”
3. WS fiscal year
now the same as the rummage fiscal year: August 1st to July 31st
4. Expressly stated
connection to Church Council by way of the Nurture Group
5. Term limits and
tenure
• No term or
tenure limits for board members, except officers
• Officers to
serve two-year terms, formerly one, with limit of two consecutive terms
• Staggered terms
for officers to provide continuity
6. Duties of
executive committee described and clarified
7. Use of
permissive or mandatory language throughout for clarity of intention
8. Oversight
function of Board described and clarified throughout
9. Add covenant
group article and delete parliamentary rules article
BY-LAWS OF THE WOMAN’S
SOCIETY OF THE WINNETKA CONGREGATIONAL CHURCH
(Approved by the Board of
Directors on January 26, 2005)
(Approved by the membership on March 2,2005)
ARTICLE I NAME
The name of this
organization is the Woman’s Society of The Winnetka Congregational Church.
(Hereafter in this document, the Woman’s Society shall be referred to as the
Society, and the Winnetka Congregational Church shall be referred to as the
Church.)
ARTICLE II MISSION
STATEMENT
Inspired by our Christian
faith, the mission of the Society is to encourage fellowship, to foster
spiritual enrichment and education, to furnish special goods and services to the
Church, and to provide opportunities for outreach.
ARTICLE III MEMBERSHIP
Section 1.
The Society is an organization open to all women. Every adult female member of
the Church may consider herself a member.
Section 2.
Any woman participating in the activities of the Society shall be considered a
member.
Section 3.
Members may organize into smaller groups for fellowship or exploration of common
interests, with the approval of the Society’s Executive Committee.
Section 4.
There are no mandatory dues. Financial support comes from voluntary donations.
ARTICLE IV MEETINGS
Section 1.
Membership meetings of the Society shall be held on the first Wednesday of each
month from October through April, inclusive, unless otherwise determined by the
Board of Directors.
Section 2.
The annual meeting of the Society shall be held on the first Wednesday after the
spring rummage sale, unless otherwise determined by the Board of Directors.
Section 3.
Special meetings may be called by the president of the Board of Directors, with
reasonable notice.
Section 4.
Twenty members shall constitute a quorum at all membership meetings.
ARTICLE V BOARD OF
DIRECTORS
Section 1.
The Board of Directors shall include the officers, the chair(s) of each standing
committee, the chair(s) or contact person(s) of each organized smaller group, at
least one representative from each of the church associated groups, and several
members-at-large.
Section 2.
The Board is responsible for the operation of the Society and for the management
of the Society’s funds. The fiscal year shall be from August 1st to July 31st,
and the Society year from one annual meeting to the next.
Section 3.
Meetings of the Board shall be as follows:
a. Regular meetings will be
held on the fourth Wednesday of each month from September through April,
inclusive, unless otherwise determined by the Board.
b. A meeting of both old
and new board members will be held in May, as determined by the Board.
c. Special meetings may be
called by the president, with reasonable notice.
d. Eleven board members
shall constitute a quorum at all meetings of the Board.
Section 4.
There are no term limits for board members, with the exception of officers.
Section 5.
The Nurture Group is the liaison with the church council, and nurture councilors
shall be invited to attend board meetings. They may participate in discussions,
but may not vote on motions.
Section 6.
Current church associated groups are the Centennial Loan Fund, Harkness Outreach
Center, and the Women’s Board of Presbyterian Homes. The representatives of
these groups shall make periodic reports to the Society’s Board about the
group’s activities. Additional associated groups may be established by the
Society’s Board and existing associated groups may become disassociated by
action of the Society’s Board.
Section 7.
Members-at-large may be called upon by the president for designated projects and
to serve on ad-hoc committees.
ARTICLE VI OFFICERS AND
EXECUTIVE COMMITTEE
Section 1.
The officers of the Society shall be the president, first vice-president,
second vice-president,
recording secretary, corresponding secretary,
and treasurer.
All officers shall be
members of the Church.
Section 2.
Duties of the officers
a. The president
shall preside at all meetings of the Society and the Board, coordinate the
efforts of other board members, reserve rooms for meetings and gatherings, be an
ex-officio member of all committees except the nominating committee, prepare an
annual welcoming and fundraising letter for fall distribution, maintain a file
of annual reports from board members for the archives, and review the by-laws
annually. With the approval of the Board, the president may appoint ad-hoc
committees as needed, appoint members to fill vacancies on the Board, and
appoint a person, other than the treasurer, to review or audit the Society’s
financial records annually.
b. The first
vice-president shall assist the president, assume the duties of the
president in her absence, and serve as program chair.
c. The second
vice-president shall serve as coordinator of all organized smaller groups
within the Society, and work with the directory chair to keep group
participation lists accurate and up—to-date.
d. The recording
secretary shall keep a written record of the proceedings of meetings of the
Board and of the Society, and maintain a notebook of minutes for Society
archives.
e. The corresponding
secretary shall attend to the correspondence of the Society as directed by
the president and the Board, send reminder notices of board meetings, schedule
devotions for board meetings, and work with the treasurer to acknowledge special
gifts.
f. The treasurer shall receive, disburse, and invest all funds of the
Society as directed by the Board; pay all approved bills and vouchers from
budgeted funds; place all monies and securities belonging to the Society in
banks or depositories approved by the Board; keep written records of accounts
and make them available for inspection and audit; provide a written monthly
report to each board member in attendance at board meetings; present a written
annual report to the membership at the annual luncheon meeting; monitor Tyrrell
Library funds; work with the corresponding secretary to acknowledge special
gifts; and serve as a member of the finance committee.
Section 3.
The terms and tenure of the officers shall be as follows:
a. All officers shall be
elected for a term of two years and shall take office at the annual meeting in
May following election.
b. No officer shall be
eligible to serve in the same office for more than two consecutive terms.
c. The president, second
vice-president and corresponding secretary shall be elected and take office in
even-numbered years. The first-vice president, recording secretary and treasurer
shall be elected and take office in odd-numbered years.
Section 4.
The Executive Committee of the Society shall be comprised of the six officers
and the Finance Committee chair, and is authorized to conduct the business of
the Society, as necessary, between meetings of the Board,
a. Two members shall be
authorized to sign checks for the Society: usually the president and the
treasurer. The signature of either one of these is sufficient on a check.
b. Duties include, but are
not limited to, approving appointments to the Benevolence Committee, approving
the Society’s annual operating budget, approving the formation of smaller groups
within the Society, approving the appointments of the rummage treasurer and
assistant treasurer, and reviewing and inspecting rummage accounts on a periodic
basis.
c. In the event of the need
for replacement or removal of an existing board member, the Executive Committee
may appoint a person, with her consent, to fill the position on an interim
basis, until the next regular nominating sequence, at which time ordinary
nominating procedures will be followed.
ARTICLE VII STANDING AND AD
HOC COMMITTEES
Section 1.
The standing committees are benevolence, directory, finance, flowers, house,
library, luncheon, memorial reception, music, program, publicity, rummage,
social, and wedding consultant. New standing committees may be formed
as needed, and existing committees may be disbanded, upon action of the Board.
Other than the chair(s), these committee members are not members of the
Society’s Board, although they are always welcome to attend board meetings at
any time.
Section 2.
Membership on each of the following standing committees shall consist of at
least one chair, and representatives from the Society selected by the chair(s)
as needed:
directory, flowers, house,
library, luncheon, memorial reception, music, publicity, social,
and wedding consultant.
Section 3.
The chair(s) of all standing committees shall:
a. attend meetings of the
Board.
b. fully discharge the
responsibilities of the committee.
c. periodically report to
the Board about current activities.
d. submit a written annual
report to the president by the annual meeting.
e. promptly submit bills to
the treasurer for payment, with approval by signature.
f. keep expenses within the
budget allotted by the finance committee, unless a change is authorized by the
Board.
g. forward to the treasurer
all donations made to the committee, for subsequent allocation by the Board.
Section 4.
Specific standing committee responsibilities are as follows:
a. Directory: to
prepare, publish and distribute the Society’s annual directory to adult women
church members early in the fall, with input from the president, first vice-
president, second vice-president, and finance chair.
b. Flowers: to
arrange for the distribution of flowers after the services on Sundays to ill and
home-bound members and friends.
c. House: to
coordinate with appropriate committees of the Church, (e.g. Design and
Environment, Building and Grounds), to identify and meet special needs as they
arise.
d. Library: to
select, purchase, process, circulate, maintain and promote materials for the
Mary Williams Tyrrell Library.
e. Luncheon: to
plan, to help set-up, and to serve and clear the luncheons held by the Society.
f. Memorial reception:
to consult with the pastor and to supply and serve appropriate refreshments
after memorial services, if requested by the families.
g. Music: to select
and lead the singing of a musical selection at each membership meeting.
h. Publicity: to
publicize and promote the activities, programs and work of the Society.
i. Social: to
provide a hospitality table before each luncheon, to greet and welcome luncheon
attendees, and to invite new women church members to luncheons and programs.
j. Wedding consultant:
to assist the officiating pastor and the bridal party at both the rehearsal and
the ceremony, if requested to do so by the families.
Section 5.
The (i)composition and (ii)responsibilities of the four remaining standing
committees are as follows:
a. Benevolence:
i. Members shall include a
chair and assistant chair, or two co-chairs, who shall appoint a committee of
sufficient size to perform the duties of the committee. These appointments will
require the approval of the Society’s Executive Committee. At least one chair
must be a member of the Church, and Church membership is a preferred requirement
for all members of the committee.
ii. After investigation,
discussion and consideration, the committee shall prepare a list of social
service organizations and agencies to receive support, along with the allocation
for each, using the amount from rummage proceeds approved by the Board and funds
from any other appropriate source. The list shall be submitted to the Board for
its approval, and then to the general membership for approval, no later than the
February luncheon meeting.
b. Finance:
i. Members shall include
the chair(s), who must be member(s) of the Church, the president and the
treasurer of the Society. Additional members may be appointed as needed.
ii. Duties shall be to
prepare the annual operating budget of the Society, with input from standing
committee chairs, and with the approval of the Society’s Executive Committee,
and to distribute it to the membership early in the fall, with the directory.
The chair(s), or a designee, shall collect luncheon fees and money at any event
where it is necessary.
c. Program:
i. The chair shall be the
first vice-president of the Society, who shall select a committee of sufficient
size to perform the duties of the committee,
ii. The committee shall
arrange programs for each luncheon meeting of the next program year. Completed
information shall be given to the directory chair in time for inclusion in the
Society’s annual directory.
d. Rummage:
i. The general rummage
chairs shall be slated by the nominating committee and approved by the
membership. The rummage executive committee shall consist of two to four general
chairs, a secretary, a treasurer, an assistant treasurer, a sorting chair, and
the president of the Society. The secretary, treasurer, assistant treasurer and
sorting chair shall be appointed by the general chairs. The treasurer and
assistant treasurer require the approval of the Society’s Executive Committee.
At least one general chair and both treasurers must be members of the Church,
and Church membership is a preferred requirement for all members of the rummage
executive committee.
ii. The rummage general
chairs shall set policy, organize sales, prepare an annual spending plan, and
generally be responsible for all rummage matters during the year, in close
consultation with the rummage executive committee. The rummage executive
committee shall adhere to local, state, and federal laws and provisions
regarding such sales, and shall ascertain that proper and sufficient insurance
coverage is in force. It shall make available all rummage accounts for periodic
review and inspection, by the Society’s executive committee. The rummage
executive committee shall propose the amount of money that will be forwarded
each year to the benevolence committee for its work. This proposal shall be
presented to the Society’s Board at its September meeting for explanation and
approval.
Section 6.
Ad hoc committees may be appointed by the president as needed, with the approval
of the Board.
ARTICLE VIII NOMINATIONS
AND ELECTIONS
Section 1.
The nominating committee, consisting of a chair and two to four additional
members, shall be appointed by the president and approved by the Board at its
regular meeting in November.
a. Using these by-laws as a
guide and resource, the nominating committee shall prepare a slate of candidates
for the officers, standing committee chairs, and members at large. No person
shall be nominated without her consent. A progress report shall be presented to
the Board at its February meeting.
b. The slate shall be
announced to the membership at the March luncheon meeting and voted on by the
membership at the April luncheon meeting.
Section 2.
There may be nominations from the floor at the election, with the consent of the
nominee. If there are no nominations from the floor, the election shall be by
acclamation. Contested offices require election by ballot.
Section 3.
A majority of members present and voting shall constitute election.
ARTICLE IX COVENANT GROUP
Section 1.
The Society began as the Woman’s Society of the Winnetka Congregational
Church in 1895 and became a
Covenant Group in 1990, as the church was reorganized.
Covenant groups have their
own Board of Directors and budgetary control of the group.
Section 2.
It is the intent of the Society that these by-laws be consistent with the
principles and policies of the Church.
Section 3.
It is understood that the church council shall have the right to approve or
disapprove the hiring and terms of employment of any employee of the Society,
and the right, after consultation with the Society, to terminate the services of
any such employee.
ARTICLE X AMENDMENTS
Section 1.
Proposed amendments shall be presented in writing to the Board for discussion
and approval, and subsequently to the membership for a vote at any membership
meeting of the Society, provided that prior notice of intent is given. Prior
notice is defined as a verbal announcement at the preceding monthly membership
meeting and the publication of such intent in the Messenger. A two-thirds vote
of the members present and voting will constitute approval.
Section 2.
Approved amendments will be submitted to the Church Council for its approval.
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