ARTICLE I Name

The name of the organization shall be known as the “Marlborough Area Newcomers & Neighbors”.

ARTICLE II Purpose

The purpose of the organization shall be to give new residents of Marlborough and neighboring communities (without Newcomers Clubs) the opportunity to get acquainted with each other, feel at home in the area, and participate in a wide variety of social and educational activities. The Club shall undertake one or more charitable, humanitarian, or social welfare projects for the good of the community each year.

ARTICLE III Membership

Section 1: Restrictions

(a) Membership shall be open to those who reside in Marlborough and neighboring communities (without Newcomers Clubs.)

(b) Present members who move to surrounding areas (towns) will still have the option to rejoin each year.

Section 2: Dues

(a) The annual dues shall be payable on or before the second regular meeting in October or after a prospective member has attended one regular meeting, Prospective members are invited to sign up for two interest groups within 30 days following that general meeting.

(b) Dues shall be payable based on the Newcomers Club year beginning with the September regular meeting. Newcomers joining after March 1 shall pay half the annual dues. This does not apply to members of the previous year. Dues should not be collected after the May general meeting since there are no Club functions in the summer.

(c) With the exception of a houseguest or prospective member, only paid members may participate in the interest groups.

(d) All refunds of dues are to be approved by the Board of Directors.

Section 3: Alumni

Alumnae no longer living in the greater Marlborough area, but within reasonable distance, should be invited to attend the December Holiday Happening and the Spring Installation.

ARTICLE IV Officers

Section 1: Officers

The officers of this club shall be a President, First Vice President, Second Vice President, Secretary, and Treasurer.

Section 2: Term

The terms of such officers shall be one year. Officers shall not hold the same office for more than one year, consecutively.

Sections 3: Duties of the Officers

(a) The President shall preside at meetings of the Club; shall present recommendations of the Board to the membership at business meetings; shall be an ex officio member of standing and special committees; and shall fulfill the duties and exercise the powers usually incident to the office of President.

(b) The First Vice President shall be program chairman and shall perform the duties of the President in her absence. The duties shall include obtaining guest speakers and organizing the Holiday Happening and Spring installation, with the approval of the Board. The First Vice President holds a key to the meeting place.

(c) The Second Vice President shall be Interest Group Chairman and shall coordinate the functioning of the Interest Groups; shall appoint various Group chairmen from the recommendations of the previous chairmen, with the approval of the Board; and shall bring any problems involving the Interest Groups before the Board.

(d) The Secretary shall keep the minutes of the monthly regular meetings as well as Board meetings and shall conduct the general correspondence of the Club. The Secretary shall be responsible for acknowledging births, deaths, and illnesses of the members and their families.

(e) The Treasurer shall keep a careful record of all moneys received and spent, reporting monthly to the Club; shall plan a proposed budget for the year and submit same to the Board for approval at the August Board meeting. The Treasurer holds the key to the post office box.

ARTICLE V Nominations and Elections

Section 1: Nominations

(a) The Nominating Committee shall consist of six members: two members selected from the Executive Board, one of which will be appointed chairman by the President, and four members drawn from the general membership at the February meeting. Anyone who agrees to serve on the Nominating Committee also agrees not to run for office that year.

(b) There will be a straw ballot taken at the February meeting by the general membership to assist the Nominating Committee
in making their selections. The Nominating Committee will contact nominees for office and prepare a slate of candidates.

(c) The Nominating Committee will submit a slate of candidates following the straw ballot. Nominations may be made from the floor at this time provided that the prior consent of the nominee has been granted.

(d) A nominee shall be limited to running for one office.

(e) The nominating Committee shall nominate no more than three persons per office.

Section 2: Elections

At the April meeting the members shall vote by secret ballot. Candidates receiving the greatest number of votes will be elected. The President does not vote except in the case of a tie. The Nominating Committee shall have the responsibility of counting the votes for the election.

Section 3: Installation

The installation of officers shall be at the June meeting.

Section 4 Vacancies

Vacancies in elective offices shall be temporarily filled by the Executive Board. At the first monthly meeting following the vacancy, the office will be filled by nominations from the floor and by vote of the general membership. The general membership will be notified of the elective vacancy prior to the regular meeting excepting in the case of vacancy for President: the First Vice President shall automatically fill that vacancy.

ARTICLE VI Meetings

Section 1: Regular Meetings

The regular meetings of the club shall be held once a month from September through June. The time and place of the meetings shall be determined by the Board and/or membership. During the summer months meetings may be planned at the discretion of the Executive Board.

Section 2: Quorum

One third of the membership shall constitute a quorum for the transaction of business. This shall include absentee ballots.

Section 3: Absentee Ballots

In the event that a member is unable to attend a meeting where a preannounced vote will take place, said member may arrange with the Parliamentarian before said meeting to case a secret ballot. The Parliamentarian will deliver that secret ballot to the meeting where the vote is taking place and that ballot shall be included in the count.

ARTICLE VII Executive Board

Section 1: Members of the Board

(a) The Board of Directors consisting of all officers and the Chairmen of all the standing committees is the governing body of the Club. A person may hold only one Board position at a time.

(b) The Executive Board shall consist of the President, First Vice President, Second Vice President, Secretary, and Treasurer.

Section 2: Duties and Powers

It shall be the duty of the Board of Directors to carry out all the objectives and purposes of the Club, subject to these bylaws. In the event that a unique or unusual problem arises, it shall be the responsibility of the Executive Board to resolve the problem promptly and to inform the membership of their decision, which shall be final.

Section 3: Meetings

The regular meeting of the Board of Directors shall be held once a month and shall be open to any Club member.

Section 4: Quorum

A majority of the members shall constitute a quorum for the Board.

ARTICLE VIII Committees

Section 1: Standing Committees

There shall be the following standing committees with the specific duties listed.

(a) Membership: Chairman contacts prospective members for the Club; informs them of the purpose and extends an invitation to attend future meetings; keeps prospective members informed of future activities for a period of two months; keeps an attendance record of prospective members and notifies Treasurer after their second attendance; is responsible for introducing prospective members at each meeting.

Chairman also signs up new members, collects dues, makes name tags, and keeps an accurate file of members; also provides Publicity and Newsletter Chairmen with new member information; provides list of members to be included in directory.

(b) Hospitality: Chairman provides committees to greet old and new members; arranges coffees for new members.

(c) Special Activities: Chairman shall appoint chairman for all special activities or may act as chairman herself at her own discretion.

(d) Newsletter: Chairman prepares a monthly newsletter to keep the membership informed of Club activities.

(e) Publicity/History: Chairman informs media of Club activities, keeps a scrapbook of Club events, and is in charge of all records pertaining to Club activities.

(f) Parliamentarian: Keeps up to date copy of bylaws; prepares and presents to the Club any proposed bylaw changes; sees that the meetings and procedures are carried out according to Robert’s Rules of Order and these bylaws. Parliamentarian is responsible for overseeing the counting of all votes, shall receive and deliver all secret ballots in accordance with Article VI, Section 3.

(g) Refreshments: Chairman plans and serves refreshments at regular monthly meetings.

(h) Ways and Means: Chairman shall be responsible for all fund raising activities. She may chair a project herself or appoint chairmen as necessary.

(i) Directory: Chairman shall be responsible for the annual publication of the Newcomers’ directory including an up-to-date membership list, bylaws, policies and practices. It is up to the discretion of the Board each year if paid advertising is to be solicited and published in this directory.

(j) Charitable Projects: Chairman is responsible for all projects concerning charity.

(k) Support Group: Chairman is responsible for maintaining a network of Club members who are willing to support other members and/or families in time of need.

Section 2: Appointments

The President shall appoint Standing Committee Chairmen.

Section 3: Special Committees

Special committees shall be formed as needs arise, the President appointing their chairmen. Special committee chairmen shall attend Board meetings when it is necessary to present plans for the approval of the Board.

Section 4: Restrictions

No member shall hold more than one chairmanship of a Standing Committee at one time.

ARTICLE IX Resolutions

No resolution or motion to commit the Club on any matter shall be considered by the Club until it has been approved by the Executive Board. At the Board’s discretion, it will present business matters which require a membership quorum to the Club at the next meeting.

ARTICLE X Governing Rules

Robert’s Rules of Order shall govern the Club where they are not inconsistent with these bylaws.

ARTICLE XI Amendments

In accordance with Article VI, Section 2, a quorum must be present to consider a proposed bylaw amendment. Bylaws may be amended by a two-thirds vote of the membership present, provided that four (4) weeks notice has been given and that these changes have been approved by the Board.

POLICIES AND PRACTICES

A. BOARD MEMBER RESPONSIBILITIES

1. Attend all Board meetings if possible. If you must be absent, inform a member of the Executive Board and ask a Board member to present any report you may have.
2. Keep accurate, complete, detailed, neat files to fully document your work for the year. Note any suggestions for the future as they occur. The more complete the records, the easier it is for your successors. Chairpersons should pass on committee information to the next year’s chairpersons at the June Installation meeting.
3. Participate as much as possible in all Club activities, getting to know members and their expectations for the Club.
4. Board members should arrive ten minutes prior to the scheduled start of the general meetings.

B. ATTENDANCE

1. Any member who has signed up to attend a function and subsequently is unable to attend, should notify the hostess or relevant chairman.

C. COMMERCIALISM

1. The directory should not be made available to anyone except members.
2. Nothing should be sold at general meetings and interest group meetings apart from Club fundraisers.
3. The Club policy is to limit commercialism, never using the club to sell either products or services. Advertising anything of a commercial nature for personal profit at any Club function is prohibited. Advertising is limited to the classified sections of the newsletter and the directory.
4. In the newsletter, advertisers will be charged a monthly fee. Members can advertise their business at a discount. Personal ads and community service ads are free.

D. INVENTORY OF CLUB PROPERTY

1. The Secretary is responsible for compiling and keeping a current inventory of Club property, including the state of repair and location of possessions. Each member of the Executive Board shall have a copy of this inventory.

E. MISCELLANEOUS

1. The Parliamentarian shall review the above stated policies and practices each year.
2. Subsidizing Club activities is at the discretion of the Board of Directors.