The Newcomers Club, Inc.
of Rumson, Fair Haven, Little Silver and Shrewsbury
ARTICLE I NAME:
The name of this Club shall be The Newcomers Club of Rumson, Fair Haven, Little Silver and Shrewsbury, Inc.
ARTICLE II PURPOSES:
A. To extend a friendly and neighborly welcome to all Newcomers by introducing them to others like themselves and help them towards building a new social life in their new communities.
B. To identify and assist worthy and charitable projects within the community and donate time and energy towards assisting local communities in worthwhile programs.
ARTICLE III MEMBERSHIP:
A. Eligibility for membership shall be for those people whose names are submitted to the General Board by the Membership Committee. The Membership Committee may only submit the names of those people who have moved from outside the above named communities.
B. No prospective Newcomer is eligible if she has lived in the above named areas for more than two years (exceptions can be made at the discretion of the Membership Chairperson and then presented to the General Board for approval).
C. Membership shall be limited to four (4) years. The membership of those joining after February First shall be terminated in June four (4) full Club years later. Exceptions can be made at the discretion of the Executive Board.
D. A prospective Club member may attend three (3) months of activities immediately after being contacted by the Membership Committee.
ARTICLE IV TERMINATION OF MEMBERSHIP:
Membership in the Club may be terminated for these reasons:
A. Any member may submit her resignation to the Club for any personal reason.
B. The membership of a Club member may be terminated provided a member does not comply with the requirements of membership or does not uphold the Club’s standards by a 2/3 vote of the Executive Board and Membership Committee of the Club by secret ballot.
ARTICLE V DUES AND FINANCE:
A. The annual dues of the Club shall be determined by the General Board.
B. The annual dues must be paid after the prospective member has attended two luncheon meetings, but may be paid prior to that time if desired.
C. All Club members whose dues are delinquent will be dropped from the Club membership and mailing list after three months.
D. The fiscal year shall begin July 1 each year to June 30 of the succeeding year.
E. After the close of the Club year, all expenses shall be paid and an operating fund in line with the proposed budget shall be set aside for the use of the succeeding General Board.
F. All monies received from Fundraising events (less expenses) shall be distributed to the charity at the June Presidents Luncheon. At no time will money raised through fundraising be used to pay any Newcomers’ expenses other than those expenses directly associated with a fundraising event.
G. New members joining April First or later in that Club year shall pay their dues in full and have their dues applied to the next year as paid in full.
H. The Newcomers Club is a non-profit organization that does not sponsor personal profit-making endeavors.
I. Distribution of Monies Acquired Through Games of Chance Upon Dissolution of Newcomers, Inc.: Upon dissolution of The Newcomers Club, Inc., all monies acquired through games of chance will be donated to the charity previously voted on for which games of chance were initiated.
ARTICLE VI MEETING OF GENERAL MEMBERSHIP:
A. There shall be one general meeting of the Club each month at which time Club business may be transacted. Committee and special reports may be presented.
B. The Club may meet more often than monthly if it so desires.
C. Special meetings may be called by the President, if necessary.
D. The last meeting of the Club year is the June President’s Luncheon and shall include the installation of Officers and the presentation of the fundraising check to the charity.
E. A simple majority of the membership present shall constitute a quorum necessary for a vote at the general meetings.
ARTICLE VII OFFICERS:
A. The Officers of The Newcomers Club, Inc. shall be President, First Vice President, Second Vice President, Third Vice President, Recording Secretary, Corresponding Secretary, Publications, Treasurer and Membership Chairperson, and shall be designated as the Executive Board. The Executive Board and the Chairmen of the standing and special committees of their designates shall be the voting members of the General Board.
B. The Executive Board shall perform the duties usually required of such Officers and shall hold office for one year. No Executive Officer shall serve in the same office for more than one term. No one may serve on the Executive Board more than two years. Exceptions may be made at the discretion of the Executive Board.
C. In filling vacancies for unexpired terms, an officer who has served more than one half of a term is considered to have served a full term.
D. It is the duty of the outgoing officers to train the new officers so that the Club will continue to function smoothly. The constitution and by-laws will serve as an outline to guide them in training. Each outgoing officer shall keep a current notebook and those from preceding years and pass them on to her successor.
ARTICLE VIII ELECTION OF OFFICERS:
A. The Nominating Committee shall function for the Club year. This committee may be formed in January.
B. At the January meeting the Nominating Committee shall ask the general membership for suggestions for candidates.
C. At the General Board meeting in March, the chairperson of the Nominating Committee shall present a list of nominees for the Executive Board to be approved by the general membership. The Nominating Committee shall be comprised of five members: the First Vice President who serves as chairperson, two fourth year members appointed by the President and two fourth year members elected by the general membership. Any person wishing to nominate from the floor must first receive permission to do so from the prospective nominee. This committee shall present another name for an office should a vacancy occur prior to installation.
D. In the event of a vacancy in any office after installation, the General Board shall present a nominee to be approved by a majority vote of the general membership at the first possible general meeting; with the exception of the President, whose seat shall be filled by the First Vice President.
ARTICLE IX QUORUM:
A. Simple majority of the active membership present shall constitute a quorum necessary for a vote at the general meeting.
B. Four shall constitute an Executive Board quorum; a simple majority vote rules.
ARTICLE X DUTIES OF OFFICERS:
A. President: Shall preside at all meetings of the Club, General Board and Executive Board. Shall appoint chairpersons of all standing and special committees. Shall appoint two members of the Nominating Committee (one must be from the Executive Board). Shall sign checks in the absence of the Treasurer. Shall serve as ex-officio member of all committees except the nominating committee. Shall serve on the Board of Directors. As Chief Executive of the Club, the President shall perform any necessary duties that are needed for the benefit of the Club.
B. First Vice President: Shall serve as program chairperson and handle related correspondence. Shall serve as Nominating Committee Chairperson and Parliamentarian for the Club. Shall be prepared to perform duties of the President in her absence or when called upon to do so. Shall be responsible for all other responsibilities designated by the President.
C. Second Vice President: Shall plan the location of and handle reservations for the general meetings and serve as community service and information liaison, if necessary, with the chairpersons of social events and the Executive Board, regarding accommodations at clubs, restaurants, etc. Shall preside at meetings in the absence of the First Vice President and President. Shall be responsible for other activities designated by the President.
D. Third Vice President: Shall present a list of charitable organizations to the boards and general membership in October for discussion and a vote to determine which charitable projects shall receive funds. Shall make recommendations of projects to the Board for Club involvement of time and energy. Shall present all funds raised to the selected charities at a luncheon no later than June of that year. Shall be responsible for other activities designated by the President.
E. Corresponding Secretary: Shall write letters that bear the Club’s signature except those pertaining to finance and programs. Shall register by mail the President and membership chairperson with each of the four borough halls. Shall be responsible for the Corporate Seal. Shall arrange and be responsible for the location of the General Board meetings. Shall be responsible for other activities designated by the President.
F. Membership: Shall act as records chairperson and be responsible for keeping membership data up to date. This file shall remain in her possession. It may be consulted but not removed. Shall make sure newsletter mailing chairperson and editor receive a list of new members monthly so supplemental membership lists can be printed and new members added to the mailing list. Shall appoint borough committees to personally contact prospective members and inform them of the purposes and activities of the Club. Shall encourage general membership to promptly notify welcoming committee of any new residents. Shall aid the hospitality committee in welcoming prospective members at the meetings. Shall be responsible for other activities designated by the President.
G. Publications: Responsible for all publications distributed by The Newcomers Club to Board members, Club members and the general public.
H. Recording Secretary: Shall keep minutes of all meetings. Shall receive written reports and make reports available to new officers and committee chairpersons and to the President upon request. Shall notify members of the Club of all meetings. Shall be responsible for other activities designated by the President.
I. Treasurer: Shall be custodian of all funds. Shall collect all dues and fees for the Club. Shall notify members if they become financially delinquent. Shall report at all general meetings the current balance, all receipts, expenditures and bills outstanding. Shall be responsible for auditing books, when necessary. Shall be responsible for tax statements. Shall be responsible for the preparation of the annual budget and, periodically, reporting performance vs. budget. Shall be responsible for other activities designated by the President.
ARTICLE XI EXECUTIVE AND GENERAL BOARDS:
A. The Executive Board of The Newcomers Club, Inc. shall consist of the elected officers and shall be the governing body of the Club. The Executive Board shall meet when necessary, as determined by the President.
B. The General Board shall consist of all Committee Chairpersons and the Executive Board, each individual having one vote.
ARTICLE XII COMMITTEES:
Committee Chairperson shall serve for one year. Committee chairpersons shall consult with their respective Executive Board member, as outlined in the chain of command, to carry out the Club’s programs. Shall appoint own committees. Shall call committee meetings when necessary. Shall report activities at regular Club meetings, obtain approval and file complete financial reports with the Treasurer. Each outgoing Committee Chairperson shall keep a detailed record of the year’s activities to be presented to her successor. These committees shall be flexible and adaptable to the intentions of the Chairperson.
The committee listing below may be added to or deleted from in any given year depending on Club members’ interest. The following list is not definitive but is representative of the activities Newcomers has sponsored.
A. Advertising: Shall sell and collect payments for advertisements published in newsletter and directory.
B. Arts, Crafts & Gardening: Shall meet at the discretion of the Chairperson. Projects are planned and guest speakers are brought for special demonstrations.
C. Babysitting: The Chairperson is the liaison between the babysitter and the babysitting needs of the members and is responsible for arranging a babysitter for luncheons, welcoming tea and other daytime events with acceptable attendance.
D. Book Talk: Shall select a book suggested by participants and discuss it the following month at a member’s home.
E. Helping Hands: Shall keep informed and involve the membership in environmental, civic, cultural and community affairs.
F. Couples Activities: Shall plan dinner parties and social gatherings for couples.
G. Come & Play: Shall plan events for pre-school children, aged two to five years old.
H. Daytime Gourmet: Shall plan cooking related events and determine locations and hostesses.
I. Education Forum: Shall plan educational forums using guest speakers and arrange locations for meetings.
J. Fellowship: Shall be responsible for sending a card or remembrance to a member in the event of illness, death, or birth of a child. Will gather a volunteer committee which will offer assistance to members going through difficult times.
K. Hospitality: The Chairperson(s) shall be responsible for greeting and helping new members with questions about their community. Will assist Membership Chairperson at Welcoming Events and Corresponding Secretary at General Board meetings.
L. Mailers: Shall pick up the monthly newsletter from the printer; prepare it for mailing and deliver to the Post Office. Shall also handle the mailing of the directory.
M. Men’s Activities: Shall plan activities and outings.
N. Moms & Tots: Shall form groups and meet on a flexible schedule to allow moms and children to socialize.
O. Mother’s of Multiples: Shall plan monthly educational meetings to discuss parenting with multiples.
P. Movie & Dessert: Shall arrange meetings to view movies and discussion over dessert.
Q. Newcomers Network: Shall update referral system of community services which have been proven by members to be worth recommending and pass information to members requiring services.
R. Newsletter: Shall compose the format and prepare the newsletter for printing and deliver to the printer on a monthly basis.
S. Sip & Chat: Shall meet at members homes to converse and share ideas over cocktails and hors d’oeuvres
T. Special Events: Shall arrange major Club-wide activities for members and their guests.
U. Ways & Means: Shall be responsible for all permanent Club supplies and the rental of those supplies.
At the discretion of the Board, there may be special interest groups formed whenever a number of Club members have a particular interest (social or charitable). Members of The Newcomers Club are eligible for any special interest group. The Chairperson of any such special interest group will become a member of the General Board.
All Newcomers Club activities are open only to dues paying members of the Club unless otherwise specified and agreed upon by the Executive Board. Prospective members may attend events before electing to join. If an event is not filled and there is no waiting list, special arrangements may be made to allow for guests’ attendance.
ARTICLE XIII BOARD OF DIRECTORS:
Shall consist of five members: the four immediate past Presidents and the current President of The Newcomers Club. The senior Past President shall serve as Chairperson of the Board. In the event of resignation by one of the members, she shall be succeeded by the First Vice President who served during her term as President. In the event that the First Vice President cannot serve, the Second Vice President shall fill the vacancy, and so on. At the end of each Club year, the senior Past President shall retire.
The Board shall meet when necessary to aid The Newcomers Club. Shall automatically be members of any committee to consider revising the Constitution. (See ARTICLE XV, Section B.)
ARTICLE XIV RESOLUTIONS:
No resolution or motion to commit the Club on any matter not specified herein shall be considered by the Club until it has been submitted to and approved by the General Board.
ARTICLE XV PROCEDURE FOR AMENDMENT:
A. A proposed Amendment to this Constitution shall be submitted in writing to the General Board for discussion and vote. A simple majority is necessary for passage.
B. All Amendments that pass the General Board must be submitted to the Board of Directors for its approval. A simple majority vote is necessary for passage.
C. At this time, the proposed Amendment shall be published in the Newsletter.
D. The proposed amendments shall be read at the next general meeting and must be ratified by a majority of the Club members present before becoming part of the Constitution.
ARTICLE XVI PARLIAMENTARY AUTHORITY:
The rules contained in Robert’s Rules of Order, Revised, shall govern the Club in all cases to which they are applicable and in which they are not inconsistent with this Constitution.