HTC Women's Club By-Laws
The name of this organization shall be Heritage Todd Creek Women's Club (HTC Women's Club). HTC Women's Club is a “not for profit” organization.
HTC Women's Club will continue to open its doors to a better tomorrow, through its various activities, by encouraging and sharing friendship and experiences for all HTC women.
HTC Women's Club strives to promote friendship among all women residents by providing venues and social opportunities for the betterment of all members; by leading and inspiring HTC women; by encouraging participation in community and charitable endeavors sponsored by Hatters or our community; and by providing support and assistance to members facing personal emergencies or crisis.
All members of the HTC Women's Club must be female residents of Heritage Todd Creek in Thornton, Colorado. Membership dues are $11.00 annually, due August 1st each year. Membership dues may be reviewed and modified each year at the discretion of the Officers. If a member does not pay dues by October 31st, her name will be removed from all membership listings.
The Fiscal Year for HTC Women's Club is August 1st through July 31st of each calendar year.
General Membership Meetings
Membership meetings shall be held at least twice a year. Meetings shall be held at such time and location as determined by the Director or her designee.
Members of the Executive Board (sometimes referred to as "Board" and/or "Officers") shall consist of the following Officers: Director, Assistant Director, Secretary, Treasurer and Event Coordinator. The immediate past Director shall be a member of the Board serving in a non-voting advisory role to the Officers. Officers shall be entitled to one vote at any Board meeting; provided, however, that in the event of a tie vote in the absence of an Officer, the Director shall be entitled to two votes in order to break that tie. Term limits for each position shall be a maximum of 2 years. Any officer wishing to continue in her current position must vacate the position for two years before competing for it again. An officer may compete for another board position for the upcoming term. The Executive Board shall have general supervision of the affairs of the club, business meetings, time and place of meetings, recommendations and shall perform other duties as specified in these By-Laws.
Executive Board meetings shall be held a minimum of once each quarter. All discussions in Executive Board meetings will be held in strict confidence until such a time that all Board members agree that the subject matter may be shared with membership.
Director - oversees operations of the organization and promotes the organization throughout our community; appoints standing committees of the organization and serves as ex officio member of same; delegates responsibilities to other Board members as necessary; organizes officer meetings and full membership meetings; and establishes a format for communication of all activities and events.
Assistant-Director - works closely with the current Director to learn the duties and responsibilities of the position, with the intent of succeeding the Director when the Director's term is over. If the Director, for any reason, vacates the position or is absent, the Assistant Director shall preside over meetings and be responsible to carry out duties of the Director. She shall perform any duties that may be assigned to her by the Director; assist other Officers as appropriate; assist event committees when needed and perform the Director duties in the absence of the Director.
Event Coordinator - works with all committee chairs to ensure a timeline is followed for all events; elicits a team to assist her; is the liaison for scheduling events; reviews, revises and signs all contracts; publicizes events and coordinates events with both Creekside Restaurant staff and the HTC Lifestyle Director; and keeps the Director informed of all progress. In addition, the Event Coordinator shall work with the chair of any charitable event to determine that the entity benefiting from the event is in compliance with the provisions of the Internal Revenue Code as set forth in 26 U.S.C.A. § 501(c)(3).
Secretary - develops agenda, coordinating with the Director; maintains notes and outcomes of officer meetings, and general membership meetings; records all voting, and reports results; maintains membership roster; ensures communication flows to membership; tracks officer term limits and works together with Treasurer for signatures on checking accounts.
Treasurer - follows established guidelines and principles for receiving dues from members and the distribution of funds to the appropriate committees as needed; records expenses and income from each event, maintaining any profits from social events in the general fund and distributing profits from charitable events to the designated charity as soon as all expenses have been paid out; submits a semi-annual report to general membership; assures that no major expenses are made without prior approval of the Director; provides financial records to the Auditor on September 1st each year and works closely with the Secretary regarding membership and signatories on checks.
Selection of New Officers
The Director will survey current officers by April of each year to determine their desire to remain in office to fulfill their term. The full membership will be given at least 15 days advance notice of the meeting when the selection of new officers will be held. The selected officers will assume duties on August 1st. If no interest in the term limited position is noted, the current position holder may remain for an additional year with approval of the Board.
Elected officers shall serve a two-year term and shall consist of a Director, Assistant Director, Secretary, Event Coordinator and Treasurer. They shall hold office until their successors are elected or appointed.
Should a vacancy for an elected office occur between elections, it will be filled by acclimation vote of the membership or as defined by Elections and Voting Article IX.
Standing Committees: (non-voting members)
Sunshine - recognizes each members' birthday, sends a sympathy card to a member who has lost a spouse/partner, child or parent and sends a plant or charitable donation up to $50 upon the death of a member of HTC Women's Club; submits timely receipts for reimbursement to the Treasurer to be included in the annual report. The Sunshine Chair will work directly with the Secretary for questions on membership and general direction on meaningful communication to membership.
Historian/ Photographer - takes pictures and organizes them for social media. Works directly with the Secretary to ensure correct names are on all posted pictures and for general direction and communication to membership. Updates history as appropriate, at least annually.
Auditor - schedules a meeting with the Treasurer no later than September 10th of each year to review the Organizations' financial status; completes the audit by October 15th of each year; presents the results of the audit to the full membership for approval at a subsequent meeting; makes procedural recommendations to the Director. Works closely with the Director to ensure all accounting practices have been followed and, if not, recommends the appropriate procedure for correction.
New Member Outreach - works closely with all new members in welcoming them into the organization; helping them get involved with committees or other activities and promoting friendship within HTC Women's Club and the community. The New Member Outreach Chair will work closely with the Assistant Director in identifying all new members and in all communications sent to new members.
Events - works closely with Event Coordinator to help with any event, planning or additional needs that the Event Chair may need assistance with. When the Event Coordinator is unavailable, assist with all event needs.
Member Care Committee - works within the community to assist with short-term meal preparation and delivery, helps those members who may need to borrow specialized equipment; may assist with transportation of members to medical appointments if possible. The committee member that is assigned to Health & Welfare status communications will keep the membership informed of all health updates/concerns or requests for prayers.
Membership Elections and Voting
Each member is entitled to one vote. Voting will occur at a meeting of membership or electronically as determined by the Board. A majority vote of members present will rule in all matters at membership meetings, or by majority of votes submitted electronically if electronic voting is used, including acceptance of these By-Laws and subsequent revisions.
Solicitation of candidates for officer positions shall be via email. The Secretary shall prepare the slate of candidates for office. The slate of candidates shall be presented to the membership prior to the start of the new fiscal year. Nominations from the floor may be made at this time. If more than one candidate is vying for a position, majority votes win. In the event of no floor nominations and only one name submitted for each office, a motion and a second will be accepted to elect the Board's slate by acclimation and the new officers will assume duties at the close of the August meeting. If no names are submitted for an office, and the incumbent is unwilling to serve another year, the Executive Board shall continue to solicit willing officers for the coming year.
These By-Laws of the HTC Women's Club shall be subject to revision as needed. New and/or revised By-Laws shall be presented in writing at any meeting of the HTC Women's Club and may be adopted by a simple majority vote of the voting members present.
Adoption of the By-Laws
The undersigned hereby certifies that these revised By-Laws were reviewed at the Membership Meeting of the HTC Women's Club on May 1, 2018, and any revisions have been made.
April 28, 2018