Revised January 8, 2024
ARTICLE I – NAME
The Club shall be known as Mermaids of Canyon Lake.
ARTICLE II – OBJECT
SEC. 1 The object of this Club shall be to promote volunteerism, community involvement and sisterhood.
SEC. 2 This Club shall be a 501(c)3 non-profit and shall be non-partisan. It shall not endorse any partisan political candidate for public office or the policy of any political party.
SEC. 3 Said organization shall be organized exclusively for the good of the community through volunteerism at its own events as well as other events in the community. It shall make contributions to Local 501(c)3 charitable organizations and/or, in some cases, with a majority vote of the Executive Board, those in need of financial help who live in the city of Canyon Lake. The purpose of our events is to bring enrichment to the community and not to necessarily generate a profit. In the instance that the Club does make a profit, the monies will be distributed either as a cash award or gift and as early in the following year as possible. For instance, monies collected in 2020 shall be dispersed in 2021 and so on, preferably at a general meeting. The decision of which organization(s) and in what amount(s) shall be decided upon by the Executive Board for the year in question and not the incoming Executive Board.
SEC. 4 The property of this organization is irrevocably dedicated to charitable purposes and no part of the net income or assets of this organization shall ever inure for the benefits of any director, officer or member thereof. Upon dissolution or winding up of this organization, its assets remaining after payment or provisions for payment, of all debts and liabilities of this organization shall be distributed to a 501(c)3 non-profit fund, foundation or corporation.
ARTICLE III – MEMBERSHIP
SEC. 1 Any woman 21 or over who is a resident of Canyon Lake and who is willing to abide by the rules of the Club shall be eligible for membership.
SEC. 2 A member in good standing is one whose current dues are paid and who has participated in Club activities in adherence to our membership policies (see section 4).
SEC. 3 A non-resident may become a member if sponsored by a member in good standing. The sponsoring member is responsible for the non-resident and calling her in for meetings etc. The non-resident member may have all privileges of the Club members except for the privilege of serving on the Executive Board. Non-resident members may serve on any committee with the exception of the Nominating Committee.
SEC. 4 Members are highly encouraged to participate in quarterly meetings and at a minimum one event.
ARTICLE IV – DUES
SEC. 1 The fiscal year of the Club shall be from January 1 through December 31. Annual dues shall be determined by the current Executive Board. Dues for the year shall be payable at the January meeting and shall be delinquent 30 days later. The outgoing Membership Chairperson shall collect dues until the installation of the new officers.
SEC. 2 No assessment shall be imposed on a member if the member does not pay their dues within the 30 day period, they simply become a non-member until such time as they are a member in good standing again.
ARTICLE V – OFFICERS AND THEIR DUTIES
SEC. 1 OFFICERS. The Officers of this Club shall be President, Membership/V.P., Treasurer, Social Media, Event Coordinator, Event Coordinator Co-Chair, Recording Secretary, and Parliamentarian, who is appointed by the President. These officers comprise the Executive Board and shall serve a term of one year.
SEC. 2 DUTIES OF OFFICERS
PRESIDENT Shall preside at all regular and special meetings of the club and meetings of the Executive Board. She shall appoint the Parliamentarian and all
committee chairpersons and shall be Dean of Chairpersons of all committees except the Nomination Committee. She shall co-sign all checks along with the Treasurer.
MEMBERSHIP/V.P. Shall be responsible for all membership communications and shall promote continuing membership participation. She shall maintain an up-to-date membership roster. She shall preside at any regular or special meetings when the President is not present. She shall be ready to step in in the event the President becomes ill or steps down for any reason. She will be responsible for New Member Orientation and be the welcoming face of the club. She shall co-sign all checks as an alternate in the event the President or the Treasurer are unavailable.
TREASURER Shall receive, receipt and deposit all monies of the Club. She shall pay all bills for which warrants have been issued. She shall co-sign checks with the President or Membership/V.P. as an alternate. She shall present a quarterly statement to the Executive Board and an annual report to the members. The Treasurer’s records shall be audited annually.
SOCIAL MEDIA Shall perform a range of duties related to social media and website maintenance including managing and monitoring, uploading and updating web pages and periodically checking that hardware and software are still running correctly. Social Media will inform the Executive Board in a timely fashion of any website needs such as payment of annual bills and/or updating of any software that requires financial input to ensure smooth running of the website. She shall send the Treasurer weekly deposit reports and/or updates.
EVENTS COORDINATOR and CO-CHAIR Shall be responsible primarily for overseeing and/or creating fund raising events and garnering sponsorships.
RECORDING SECRETARY Shall record the minutes of the Executive Board and regular meetings. She shall keep a copy of the Clubs By-laws and Standing Rules up to date and shall get a copy of the most recent meeting minutes to the Social Media chair in a timely fashion so it can be posted on the webpage and/or via email.
PARLIAMENTARIAN Shall familiarize herself with the Clubs by-laws/standing rules and Roberts Rules of Order. She shall preside at the Nominating Committee meeting. She attends Executive Board meetings, but has no voting privileges.
ARTICLE VI – EXECUTIVE BOARD
SEC. 1 The Executive Board shall consist of the elected officers and the Parliamentarian.
SEC. 2 The Executive Board shall meet once a quarter at a time and place decided by the board. Four voting members shall constitute a quorum. Special meetings may be called at any time by the President by notifying each Executive Board member and stating the purpose of the meeting. A special meeting must be called at the written request of a majority of the Executive Board.
SEC. 3 Absence of an Executive Board member without good cause at three consecutive board meetings shall, by a majority vote of the Executive Board, constitute a vacancy.
SEC. 4 If a vacancy should occur in the office of the President, the Membership/V.P. shall assume the role of President. She shall, with the approval of the Executive Board, appoint a new Membership/V.P. In the event the Membership/V.P. unable or unwilling to serve, then the Executive Board will determine the procedure for replacing the President.
SEC. 5 Vacancies other than the President shall be filled by appointment of the President with approval of the Executive Board.
SEC. 6 The Executive Board shall prepare a budget for the year and present it to the membership for approval at the January general meeting.
SEC. 7 The Executive Board shall act for the Club between meetings in the transaction of necessary business. The Executive Board shall not have the authority to rescind, modify or nullify an action of the Club. It shall report regularly to the Club.
ARTICLE VII – COMMITTEES
SEC. 1 The President, with the endorsement of the Executive Board, shall appoint all Standing Committee Chairpersons prior to the first meeting of the year.
SEC. 2 Special committees shall be appointed by the President as the membership or Executive Board shall from time to time deem necessary.
ARTICLE VIII – SPONSORSHIP
SEC. 1 The Club may sponsor individuals or groups as voted by membership.
SEC. 2 A majority vote of the Executive Board shall be required prior to any expenses being paid relating to the sponsorship of an individual or group.
ARTICLE IX – MEETINGS
SEC. 1 The regular quarterly general meeting shall be the first Monday of January, April, July, October unless a holiday falls on or near in which case the meeting will be held on the second Monday.
SEC. 2 Special meetings may be called by the President at the request of 25% of the general membership. The purpose of such a meeting must be stated.
SEC. 3 25% of the attending members shall constitute a quorum at a general meeting.
SEC. 4 Installation of Officers shall be conducted at the January meeting. New officers will assume their duties immediately. All records and reports shall be in the possession of incoming officers and chairpersons prior to January 31.
ARTICLE X – NOMINATIONS AND ELECTIONS
SEC. 1 In January of every year the Parliamentarian shall put together a nominating committee. It shall consist of five members and two alternates. Two members shall be elected from the Executive Board and the rest from general membership. The Parliamentarian shall present a slate of candidates for each of the Executive Board positions with the exception of the Parliamentarian position at the April meeting. All candidates shall be members in good standing. No candidate shall have served in the same position as an officer for three consecutive prior terms. In the case of President, the candidate(s) shall have served as an officer in another Executive Board position, for one term.
SEC. 2 Ballots approved by the Executive Board containing the slate of candidates shall be emailed to the entire membership on or before August 31.
Each ballot shall contain space for write in candidates for each position. Included with each ballot shall be instructions to the effect that each ballot should be received by the Parliamentarian no later than September 15.
SEC. 3 The Nominating Committee shall tally all votes and present the results to the Executive Board no later than September 20th.
ARTICLE XI – AUTHORITY
SEC. 1 No group, committee or member of the Club shall enter into any contract or shall incur any liability on behalf of the Club unless authorized by the Executive Board or general membership.
SEC. 2 Club business shall be conducted as prescribed by these by-laws and standing rules.
A) Roberts Rules of Order, Newly Revised shall be the authority for all questions not covered by these by-laws.
B) Club by-laws may be suspended in accordance with Roberts Rules of Order, Newly Revised.
ARTICLE XII – DISCIPLINARY ACTION
SEC. 1 Any member acting in a manner that results in damage to the Club or who fails to abide by club policies, can have such actions reviewed by the Executive Board. If the Executive Board deems it necessary they can request that the general membership vote on expulsion of the member. A two thirds vote of the attending membership is required for expulsion.
ARTICLE XIII – DISSOLUTION CLAUSE AND DISTRIBUTION RIGHTS
SEC. 1 In the event of dissolution of the club, all assets not required by law to be otherwise paid or applied shall be donated to the Canyon Lake Senior Center.
SEC. 2 All members and their guests agree not to hold the Club or its officers liable or responsible for any personal or property damage incurred during any Club sponsored activity or meeting.
ARTICLE XIV – AMENDMENTS
SEC. 1 By-Laws may be amended at any general meeting of the Club by a vote of two thirds of the attending membership, provided a written notice of the proposed amendment has been distributed twice via email and appeared on the Clubs Website and/or its Facebook page for two weeks prior.
SEC. 2 Standing Rules may be suspended, amended or rescinded in accordance with Roberts Rules of Order, Newly Revised.
1. The President, Membership/V.P. and Treasurer shall sign bank signature cards at the beginning of the fiscal year.
2. Bills must be submitted by the first of the month to the Treasurer in which payment is to be made with the prior approval of the Executive Board.
3. Reimbursement requests from members must be presented to the Treasurer on or before the January meeting for the year closing.
4. The equipment owned by the Club shall not be loaned or rented without approval of the Executive Board.
5. A copy of Roberts Rules of Order shall be in the possession of the Parliamentarian and turned over to each successive Parliamentarian.
6. Two people shall be appointed by the President in November for the purposes of auditing. A written report to the Executive Board is due by January 15th.
STANDING COMMITTEE CHAIR
1. Community Involvement
Duties: Fiesta Day Parade, Pay attention to other large events and always reach out to see if we can have a booth at any of community events.