SUN CITY GEORGETOWN FOREIGN LANGUAGE CLUB

BYLAWS

(Sept   2007 )

 

ARTICLE I ‑ GENERAL

 

Section A. The name of this organization shall be Sun City Georgetown Foreign Language Club, (hereinafter referred to as the "Club").

 

Section B. The purpose of the club is to foster and promote foreign language education, social, services and cultural endeavors for its members, which will include, but is not limited to foreign language classes, language discussions, ethnic social dine-outs, and fostering a foreign language library.

 

Section C. These Bylaws will fully comply with the Governing Documents ("Documents") and Chartered Club Rules and Procedures ("Rules") of the Sun City Georgetown Community Association, Inc. (hereinafter referred to as the "Association"). In the event of a conflict between these Bylaws and the Documents, or Rules, the Documents or Rules will prevail.

 

Section D. The Club shall be operated as a nonprofit organization in accordance with the applicable statutes and the Association's Documents.

 

Section E. The Club has no legal status independent of the Association. For this reason, all actions by its Membership, Executive Board, and Officers may be appealed, by Members of the Club or others with standing to appeal, to the Board of Directors of the Association which may uphold or overturn those actions. In the absence of such an appeal, actions by the Membership, Officers and Executive Board of the Club, in accordance with these Bylaws, will stand.

 

ARTICLE II ‑ MEMBERSHIP

 

Section A. Membership shall be open to all Association members in good standing without discrimination as to race, religion, color, ethnic culture, or national heritage.

 

Section B. There shall be no precondition for membership, nor will members be required to join any national, state, or regionally affiliated organization.

 

Membership shall be conditional upon the timely payment of dues as provided for elsewhere herein. Failure to pay such dues shall be deemed proper cause for termination of membership.

 

Section C. Guests ‑ Resident Guests will not be eligible for the rights and privileges afforded members.   Nonresident Guest ‑ all other individuals who are accompanied by an Association member, or otherwise sponsored by an Association member are considered nonresident guests and do not qualify for Club Membership.

 

Developer Guest ‑ during the period of community development, and as long as the developer has the capability to annex land into the community, "Vacation Getaway (VG)" visitors, prospective home buyers may be permitted to participate in Club programs. It is incumbent upon sales associates to inquire into Club policies and rules before advising developer guests that they may use Club activities and programs. Sales associates may only use Association/Club facilities when accompanying a prospective home buyer

 

 

Section D. Annual dues shall be set by a majority vote of the Members at a duly convened business meeting of the Club. Dues are payable in full in advance.

 

Dues are payable on the first day in January. Dues not paid within 30 days following this date shall be deemed delinquent and the Member will be dropped from the rolls.

 

The Executive Board may establish fees for participation in special activities to defray costs, as provided for in the Sun City Georgetown Chartered Rules and Procedures.

 

ARTICLE III ‑ EXECUTIVE BOARD AND OFFICERS

 

Section A. There shall be an Executive Board of the Club consisting of the SIG Directors, President, Vice President, Secretary ,and the Treasurer.

 

Section B. All Officers shall be elected by a vote of the general Membership, and they shall serve without compensation.

 

Section C. All Officers are elected for one‑year terms and are limited to two consecutive terms in office. The term of office shall begin on the first day of January and end on the last day of December.

 

Section D. The responsibilities of the Officers and the SIG Directors shall be as follows

 

SIG Directors‑ will be elected by the membership for a one‑year term and shall act as the principal liaison between the Club SIG members and the Club Officers. . The SIG Directors will provide guidance to the elected officers of the Club.  The SIG Directors will have the authority to appoint  assistants who will assist in providing additional service to achieve specific language objectives. The SIG Directors work with the Club officers and will also serve as an official member of the Board.

 

President ‑ shall ‑preside over all Club meetings and be responsible for the administration of all Club business; shall appoint committees as deemed necessary; and shall ensure the financial and administrative integrity of the Club.

 

Vice‑president ‑ shall perform the duties of the President in the latter's absence; and shall perform such other duties as may be assigned by the President.

 

Secretary  ‑   shall keep all records and minutes of the meetings of the Membership and Executive Board; shall conduct all correspondence relating to the Club; shall maintain a roster of the Members; shall issue notices of all meetings; and shall furnish the Associations with such reports as may be necessary. The Secretary will ensure that the Secretary's records are retained for three years and, upon leaving office, will pass the records to his/her successor.

 

 

           Treasurer ‑  shall  receive all dues and other monies paid to the Club; shall disburse Club funds in timely payment of all bills owed by the Club shall maintain appropriate books, ledgers and other accounting records reflecting the financial transactions of the Club and its current financial condition; shall furnish the Association with such reports as may be called for, and shall report to the Membership on the financial condition of the Club at the annual business meeting and such other times as the President may direct. The Treasurer will ensure that the Treasurer's records are retained for seven years and upon leaving office will pass the records to his/her successor.

 

 

The Executive Board - shall appoint members of all standing and ad hoc committees of the Club, establish Rules and Procedures for operation of the Foreign Language Club and other Club administered facilities and services, review and approve annual budgets and all changes thereto, including purchases of goods and services not anticipated in the annual budget and set fees for services, subject to Membership approval recommend annual Membership dues for approval by the Membership, review and approve financial status reports from the Treasurer at least quarterly, carry out such other duties and exercise such other powers as are normal for the Board Of Directors of a nonprofit organization that are not specifically restricted or preempted by other articles of these Bylaws or by the rules of the Association, approve all requests for member participation and/or request for usage of Club facilities.

 

Section E. The Officers and Directors shall be elected by a written ballot or electronic E-mail. Absentee ballots may be used but should be submitted no later than the day before the annual business meeting.

 

 

Not less than 30 days prior to the election, the President shall appoint a Nominating Committee of not less than three members. It shall be the duty of this committee to elect a Chairman and to propose a slate of Officers for the coming year. This slate will consist of one candidate for each office, which will be placed in nomination when the committee is called upon to do so. At the last business meeting of the fiscal year designated for election of officers, nominations will be accepted from the floor. At the business meeting designated for election of officers, the Secretary shall place the names of all duly nominated candidates on the official Club ballot. These ballots shall be provided to all Members in good standing for marking.   The Secretary will collect all ballots for counting by the Board of Directors. The results shall be announced to the Membership before the close of the meeting.

 

Section F . Should the office of the President become vacant, the Vice President will succeed to that position. Should any other office become vacant, the President will fill the vacancy by appointment from among the Members eligible to hold that office, subject to approval by a majority of the Executive Board.

 

ARTICLE IV ‑ MEETINGS

 

Section A. Business meetings of the Membership.

 

Business meetings of the Membership will held at least annually, as determined by the Executive Board, at times and places also determined by the Executive Board. An annual business meeting of the Club will be held each year for the purpose of electing officers, amending the Bylaws, receiving the report of the Treasurer, and conducting such other business as may properly come before it.

 

The President may call other business meetings of the Membership and must call such meetings when directed to do so by a majority vote of the Executive Board. Such meetings shall be held in conjunction with the regularly scheduled meeting of the meetings shall be held in conjunction with the regularly scheduled meeting of the Club whenever possible.

 

The Secretary shall provide at least ten days notice of all business meetings of the Membership by posting such notice on e‑mail. The proceedings of all business meetings of the Membership shall be recorded in minutes by or under the supervision of the Secretary. These minutes shall be open for inspection by the Membership and by staff members and Directors of the Association.

 

Roberts Rules of Order Newly Revised shall govern the proceedings of all business meetings of the Membership.

 

A quorum for actions at business meetings of the Membership shall consist of one‑fourth of the Members in good ‑standing. The total number of members present at a meeting and the number of absentee ballots shall be used to determine that a quorum has been established.

 

A majority vote of the total of those voting, either in person or by absentee ballot or a written proxy, is required to resolve any question on the publicized agenda not related to

a Bylaws amendment.

 

The officer presiding at a business meeting of the Membership will vote in case of a tie.

 

Section B. ‑Meetings of the Executive Board

 

The Executive Board of the Club shall meet quarterly at times and places designated by the President.

 

The President may call other meetings of the Executive Board, and must call such meetings when directed to do so by a majority of the Executive Board. The proceedings of all Executive Board meetings shall be recorded in minutes by or under the supervision of the Secretary. These minutes will be e‑mailed to the membership.

 

Roberts Rules of Order Newly Revised shall govern the proceedings of all Executive  

Board   meetings.

A quorum for actions at Executive Board meetings shall consist of at least two members

of the Executive Board. Board Members who cannot attend a meeting may give another

Board Member a written proxy authorizing that member to vote on his/her behalf.

 

A majority vote of the total of those voting, either in person or by proxy, is required to resolve any matter on which the Executive Board acts.

 

ARTICLE V ‑ FINANCIAL

 

Section A. Annual dues for Membership in the Club shall be recommended by

the   Executive Committee to a business meeting of the Membership, and shall become

effective only after a vote of the Membership to approve them.

 

Section B. All other fees charged to: Members and Guests for Club activities and of, Club‑administered facilities shall be based on fully‑allocated costs and shall be established by a vote of the Executive Board. Such fees shall be reported by the Executive Board to the next regularly scheduled business meeting, at which the Membership may vote to approve or disapprove fees.

If such fees are disapproved the Executive Committee shall suspend the fees and services for which they were assessed, and take appropriate steps to either revise the fees for resubmission to the Membership or to alter or terminate the services which they were intended to support.

 

Section C. Financial The Executive Board must authorize all expenditures of Club

funds, including those in approved budgets. No single expenditure greater than one

thousand dollars, shall be made without specific approval of the Membership, even if it is

contained in the approved annual budget. The Addendum to the bylaws shall read:

A committee of three people representing the different languages within the club will be

used to make recommendations to the Board for:

1. The acquisition, use, and disposal of supplies, materials, and equipment which impact

the club and its resources.

2. The development of procedures and /or guidelines necessary for the efficient use of the

clubs' facilities.

 

Section D. Financial records will be maintained for a period of seven years.

 

Section E. Financial records should be reviewed on an annual basis, by one or more individual(s) other than those elected to the Executive Board. This individual or group shall be appointed by the President. A report of this review shall be presented at a business meeting and approved by a vote of the Members present.

 

Section F. The accounting year will be January I ‑ December 3 1.

 

Section G. The President, Vice President, and Secretary /Treasurer shall have authority to sign checks drawn against the checking account established for the Club.

 

Section H. All checks over 2 dollars shall be signed by two Officers.

 

ARTICLE VI ‑ COMNUTTEES AND SPECIAL ‑INTEREST GROUPS

 

Section A. Permanent (standing) committees shall be appointed each year by the Executive Board and may include, but not limited to Finance, Planning, Membership. The Executive Board may also appoint ad hoc committees from time to time to deal with specific issues.

 

Section B. The Executive Board may designate the Chairperson of each Permanent Committee; or it may ask the President to designate a Chairperson; or the Executive Board may ask the Committee to select a Chairperson from among its members.

 

Section C. Special‑Interest Groups (SIGs) shall be considered to be Committees of the Club, organized to pursue activities on behalf of members sharing in the special interest. Membership shall be open to all Members of the Club. SIGs will normally elect their own Chairperson and other such officers as they may need to function and will devise their own mission statements and arrange their own program of activities.