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Article I -
Name
The name of the Club shall be the Mashpee Women’s Club.
Article II
- Mission
The mission of this Club is to bring all women of Mashpee and
surrounding towns into a social environment, providing educational and
recreational programs to the benefit of our members and charitable
programs to support our towns. The Club’s first meeting was December 9,
1997.
Article III -
Membership
Section 1. Any interested woman is eligible for membership. Application for
membership may be made to the Membership Chairman. Application for
membership shall be acted upon in the order in which requests are
received by the Membership Chairman.
Section 2. The membership year shall be from September 1 to August 31 of the
following year. To be included in the annual directory, dues must be
paid by October 1.
Article IV -
Dues
Section 1. Club dues per membership year will be set on consideration and
approval of the Executive Board.
Section 2. The fiscal year of the Club shall be from September 1 - August 31
of the following year.
Article V -
Officers and Their Election:
Section 1. The officers of this Club shall consist of a President,
Vice-President, Recording Secretary, Corresponding Secretary, and
Treasurer.
Section 2. A Nominating Committee, appointed by the President, shall consist
of a Chairman and two (2) current members. This Committee shall be
appointed not later than three (3) months prior to the Annual
Meeting. This Committee shall present to the membership a proposed slate
of officers to be approved by the Membership at the Annual
Meeting. This slate of officers should be presented to the Board one
month prior to the annual meeting. The Board will then conduct a vote on
a slate of officers to present to the membership at the Annual Meeting.
Prior to voting at the annual meeting, nominations from the floor shall
be accepted at the annual meeting. A 2/3 majority vote is needed by the
membership attending the annual meeting to approve the new slate of
officers.
Section 3. The terms of all Officers shall be for a period of two (2) years
commencing on September 1. No officer shall hold the same office for
more than two (2) consecutive terms.
Section 4. Should a vacancy be created by the resignation of an Officer, the
Board shall be empowered to fill said vacancy by appointment.
Article VI –
Board of Directors
The President shall appoint the Board of Directors that shall include,
but not be limited to, a Charities Chairman, an Historian, a Membership
Chairman, a Program Chairman, and a Public Relations Chairman and a
Newsletter Editor. The immediate past President shall serve on the
Board as an advisor and voting member for a 2-year period. Co-chairs of
Committees may attend all Board meetings, but the Committee is limited
to 1 vote.
ArticleVII - Meetings
Section 1. The Executive Board meetings shall be held the 2nd Tuesday
of each month. A regular meeting of the general membership shall be held
the 3rd Tuesday of each month.
Section 2. The Annual Meeting shall be held as part of the June general
membership meeting. A special meeting of the general membership may be
called at any time by the President and must be called by her upon the
written request of twelve current members of the Club.
Article VIII
- Amendments
Article IX –
Duties of Officers
EXECUTIVE
BOARD
President: [elected]
● Preside over
monthly luncheon meetings, conducting them according to the
pre-established format.
● Attend and
preside at monthly Board meetings and provide an agenda in advance of
the meeting.
● Oversee
election of Officers; appoint a Board of Directors and Committee Chairs.
● Direct the
development of goals, policies, and procedures to guide the Club.
● Appoint
annually, by March, an independent 3 person Nominating Committee
(Chairperson and 2 current members) to prepare for the June business
meeting and election. The president will conduct the election portion
of that meeting.
● Annually
negotiate luncheon costs and menu.
● Review and
approve the Club website and its content with advice of Board.
● Provide a
“President’s Message” for each quarterly Club newsletter.
● Maintain
significant club documents to pass on to next President (e.g., sample
letters, etc.)
● Generally serve
as the public image of the MWC, (e.g., attend various functions and
report to the Board) or appoint a Board member to attend when the Club
should be represented.
● Send a courtesy
call or email to any new members. Names will be provided by membership
committee.
Vice-President: [elected]
● Attend monthly
Board meetings and luncheons.
● Perform the
duties of the President in her absence and be willing to succeed to the
presidency.
● Serve as the
Board’s contact with Club groups and committees not represented on the
Board and report on their activities as requested (e.g., BC Group,
Bridge, Book Clubs, etc.)
● Provide
administrative support on Club management (e.g., assist in the
development of surveys, drafting policies and procedures, publication of
quarterly Club newsletters, and maintain data on member interests).
● Provide support
with all tasks assigned to the President. Be willing to take on any
task delegated to her by the President.
Corresponding Secretary: [elected]
● Attend monthly
Board meeting and luncheons.
● Prepare and
send general Board correspondence in a timely manner, using
● Maintain
significant club documents to pass on to the next Corresponding
Secretary (e.g., sample letters, notes, etc.)
Recording Secretary: [elected]
● Attend monthly
Board meetings and luncheons.
● Keep the
official minutes of all monthly Board meetings.
● Send draft
copies of monthly minutes to Board members for their review/comment
before the next meeting to facilitate acceptance.
● Prepare minutes
of the annual June Business Meeting and read the previous year’s minutes
at that Business Meeting.
● Maintain files
of significant club documents to pass on to next Recording Secretary
(e.g. agendas, minutes, etc.)
Treasurer: [elected]
● Attend monthly
Board meetings and luncheons.
● Receive all
monies paid to the Club and deposit them in established accounts in a
timely fashion.
● Pay approved
bills promptly, issue the 50/50 raffle charity recipient check at
monthly luncheon, and give to Corresponding Secretary for mailing.
(Note: Treasurer or President shall sign all approvals)
● Maintain
up-to-date records for checking, charities, and investment accounts.
● Balance
accounts and provide written monthly and annual reports to the Board.
● Arrange a
schedule for periodic review of the Club’s financial records.
● Prepare and
file taxes and other financial or regulatory forms as required,
including raffle permits.
● Hold a key to
post office box.
● Develop an
annual budget for the Club, working directly with the President and Vice
President.
● Maintain
significant financial and regulatory records to pass on to next
Treasurer and assist in the selection of a trainable assistant.
BOARD OF
DIRECTORS
Charities: [appointed]
● Attend monthly
Board meetings and luncheons.
● Recommend
charities to benefit from club fundraising with advice from Members and
approval by Board.
● Form a
committee and sell 50/50 raffle tickets at monthly luncheons. Charitable
organizations must be pre-approved by the Board and generally may not
receive funds more often than every six months.
● Maintain
current records of donations to specific charities.
● Form a
committee to recommend annual scholarship recipients to the Board
coordinate participation in Mashpee High School’s Award Day and
presentation at a Club luncheon for recipient and parents.
● Provide an
update of charitable activity for each quarterly Club newsletter.
● Maintain
archive of significant club documents to pass on to next Charities Chair
(e.g., sample schedule, letters, etc.)
● Review list of
50/50 charities at least once each year to verify existence and
relevance of the charity.
Historian: [appointed]
● Attend monthly
Board meetings and luncheons.
● Alert Board to
upcoming anniversaries or other significant Club events.
● Create and
maintain a scrapbook of articles and pictures for each year about Club
news and events from newspapers and other sources. Keep completed annual
scrapbooks at the Mashpee Public Library.
● Provide
occasional displays of interest or past events at monthly luncheons
and/or as an article in quarterly newsletter.
● Attend monthly
Board meetings and luncheons.
● Form a
committee to plan and implement a variety of programs for monthly
luncheons, obtaining advance approval from the Board for a budget to
cover the programs and their cost.
● Provide list of
upcoming programs for inclusion in quarterly MWC Newsletter and MWC
webpage.
● Notify
Membership Chair, BC Group, and Treasurer the number and name(s) of
speaker(s)/entertainer(s) and which, if any, will be guests for luncheon
in time to include them in the total luncheon count.
● Greets
speakers(s)/entertainer(s) and seat them at President’s table if they
will join us for lunch.
● Coordinate with
the luncheon venue in advance for any special equipment (e.g., extra
table, overhead projector, screen, etc.) if needed by speaker/
entertainer and obtain set up assistance if required.
● Introduce
speaker(s)/entertainer(s) with brief biography at luncheon and provide
copy to Public Relations/Publicity Chair.
● Keep records of
programs and their contact person, address, cost, etc. and provide to
next Program Chair.
● Keep expenses
within budgeted guidelines.
● Attend monthly
Board meetings and luncheons.
● Form a
committee to take notes, write articles and provide photographs for
publication in the Mashpee Enterprise by their deadline.
● Assign a
committee member to take photographs at other club events to accompany
the newspaper article and/or for the Historian’s scrapbook.
● Seek other
opportunities to publicize Club programs, events, and charitable
activities and maintain copies of press releases, newspaper articles
or other information that would be useful to pass on to next Public
Relations/Publicity Chair.
Immediate Past President:
● Attend monthly
Board meetings and luncheons.
● Provide advice
to President and Board for 2 years subsequent to term served as an ex
officio voting member of the Board.
Newsletter Editor: [appointed]
● Attend monthly
Board meetings and luncheons.
● Remind Board
and all members of deadlines for newsletter articles or photos.
● Prepare and
distribute quarterly Club newsletter for membership.
● Coordinate with
Treasurer and provide summary of current financial position.
● Mail quarterly
newsletters to those who do not have email.
Fundraising Committee: [appointed]
● Attend monthly
Board meetings when requested by Board.
● Work with
President and Board to develop the plan and budget for a fundraiser.
(Note: follows established financial procedures for approvals and
expenses).
● Maintain
records for each fundraiser.
● A minimum of
one fundraiser must be planned per year, in accordance with our mission.
Membership Committee: [appointed]
● Attend monthly
Board meetings and luncheons
● Maintain
database of members, tracking their interests in various activities and
committees.
● Provide
potential new members with membership applications and information about
club activities and committees. Follow up by phone or email.
● Assist Web
Mistress in publishing and distributing the annual MWC directory.
● Hold post
office box key and retrieve mail for the Club, distributing to the
appropriate Board members promptly. Collect membership dues and
luncheon checks. Keep a record of each member’s payment, also any
payment from a guest.
● Deliver all
checks to the Club Treasurer promptly for deposit.
● Create a list
of members and guests attending the monthly luncheon for the President
and the greeters, noting new members on this list.
● Notify the
luncheon venue of the reservation numbers for the monthly luncheons and
the number of tables needed.
● Provide
re-usable nametags for all members and temporary tags for any guests
attending the monthly luncheons
● Provide new
member names to the Newsletter Editor quarterly
● Produce mailing
labels and send monthly luncheon post cards. Assist with annual
Directory mailings and other correspondence to members who only use
regular mail.
Hospitality Committee: [appointed]
● Form a
committee of luncheon greeters each month. Assign three or more
greeters as needed for each luncheon to check in luncheon
attendees. Also, they may assist with welcoming and introducing any new
members to the President and other members.
● Plan and
implement “New Member Coffees”. These are informal social gatherings
for new members, to introduce them to some of the Board members of the
club and make them feel welcome. These events are usually held in
someone’s home. Expenses incurred with hosting can be reimbursed by the
club. This is an opportunity for new members to learn about the Club.
● Oversee Single
Dining and Couples Dining Groups
Web Mistress: [appointed]
● Maintain MWC’s
web page and regularly post updates of a variety of information. Design
monthly luncheon information for website and monthly post cards.
● Each year,
design new MWC Directory, bring to printer. When completed, deliver to
the Membership Committee for distribution.
POLICIES
1. Donations in
honor of a deceased Board member shall be limited to $100 sent to the
charity of the family’s choice.
2. Club donations
will be made to qualified non-profit organizations that benefit
primarily Mashpee and surrounding towns on Cape Cod.
3. Persons
presenting a program at the monthly luncheon may be invited by the
Program Chair to join the Club that day for lunch (generally limited to
a 3 person maximum), adhering to Program Committee budgeted guidelines
4. MWC selects scholarship recipients from the top 10% of the Mashpee
High School senior class.
5. The Charity committee will sell 50/50 raffle tickets at monthly
luncheons. Recipient organizations must be pre-approved by the Board and
generally may not receive funds more often than once every six months.
6. Members are
encouraged to bring guests to monthly luncheons; however, other
activities may be limited to members only.
7. Committees may
be chaired by more than one person. All co-chairs are invited to attend
monthly Board meetings if they so desire. Each committee is allocated one vote
on the Board.
8. Exceptions to
Club policies may be made by a majority vote of the Executive Board if
in conformance with State and Federal requirements.
9. It is the
expectation that those serving on the Board of Directors and the
Executive Committee will support the Club with their attendance at the
monthly luncheon meetings and special Club activities.
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