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GWFC Michigan Bylaws & Policies
GFWC Michigan Bylaws (as amended July 1, 2020)
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Article & Article Name
I – MEMBERSHIP
II – MEETINGS
III – QUORUM
IV – OFFICERS/TERMS OF OFFICE
V – DUTIES OF OFFICERS
VI – BOARD OF DIRECTORS
VII – DUES
VIII – FINANCE
IX – DISTRICT
X – JUNIOR ORGANIZATION
XI – JUNIORETTE CLUBS
XII – ADVISORY BOARD
XIII – COMMUNITY SERVICE & OTHER PROGRAMS
XIV – STANDING AND ADMINISTRATIVE COMMITTEES
XV – SPECIAL COMMITTEES
XVI – NOMINATIONS & ELECTIONS
XVII – REPRESENTATION
XVIII – VOTING BODY
XIX – FISCAL YEAR
XX – DISSOLUTION CLAUSE
XXI – PARLIAMENTARY AUTHORITY
XXII – ETHICAL STANDARDS
XXIII – AMENDMENTS
STANDING RULES
GFWC MICHIGAN BYLAWS
Whenever the pronoun she appears, it is to be construed to mean either gender
ARTICLE I MEMBERSHIP
Section 1.
A. The General Federation of Women’s Clubs Michigan (hereafter known as GFWC Michigan) may include in its membership societies of women and federations of clubs organized for kindred aims and purposes, such as literacy, educational, industrial, philanthropic, state, and community improvement associations.
B. Men may be eligible for membership in a club upon payment of the required dues.
C. Club memberships shall not be granted to clubs outside the state of Michigan unless no General Federation of Women’s Clubs (hereafter known as GFWC) is available.
Section 2.
All regularly organized women’s clubs, federations, junior and juniorette clubs, and societies of the State of Michigan, in sympathy with the objects and aims specified in the Articles of Associations, shall be eligible for membership in GFWC Michigan. All applications must show that the organization requires no political test for membership; that it is not a secret society-that no one of its members is affiliated with any organization that tolerates, either by practice or teaching, violation of the National or State Laws; and that it agrees to the Bylaws of the GFWC Michigan and GFWC.
Section 3.
Any organization wishing to join GFWC Michigan shall secure from the Membership Chairman an application blank; which, when filled out, shall be returned to the Chairman, together with a copy of the club’s bylaws and dues for one year. The application, copy of bylaws, and check for dues shall then be forwarded by the Chairman to the President of GFWC Michigan, who shall present it to the Board of Directors for action.
Section 4.
Applications received between board meetings may be approved by the President, Secretary, and Treasurer. Such action must be ratified by a two-thirds vote at the next regular board meeting. Each club, applying for membership in GFWC Michigan, shall be notified in writing by the Secretary of the action taken.
Section 5.
Should two or more clubs, any one of which holds active membership in GFWC Michigan, discontinue their separate organizations and unite as one club; such club upon notice of its formation being sent to the Secretary of GFWC Michigan, may, by a vote of the Board of Directors, be recognized as a member in place of the dissolved club or clubs which had such active membership in GFWC Michigan.
Section 6. Three Classes of Club Membership.
A. Active membership: shall be membership of clubs and organizations which automatically become members of GFWC through membership in GFWC Michigan.
B. Associate membership: shall be membership of clubs which are a constituent part of a national organization other than GFWC.
C. Member at Large: shall be membership granted to an individual, who wishes to maintain or reinstate membership in GFWC Michigan, after their club disbands or resigns from GFWC Michigan. This membership classification may also be granted to a transfer member who moves into an area where there is no club.
Section 7. Termination of Membership.
A. Club’s membership in GFWC Michigan may be terminated by resignation. Resignation should be sent in writing to the President, who shall present the same to the Board of Directors for action.
B. Clubs, viewed as noncompliant with GFWC Michigan Bylaws, shall be notified of noncompliance issue(s), in writing, requesting an explanation and justification of the issue within sixty (60) days. The GFWC Michigan Board of Directors will review this noncompliance and then notify the club of the Board action taken.
ARTICLE II MEETINGS
Section 1.
The GFWC Michigan Convention shall be held in the spring of each year at a place approved and ratified by the Board of Directors.
Section 2.
Notice that the Call to Legislation Day, and the Great Lakes Region Conference specifying the time and place of holding these functions shall be sent by the GFWC Michigan newsletter at least thirty (30) days prior to the first day of meeting.
Section 3.
Notice that the Call to GFWC Michigan Convention, specifying the time and place of holding the convention, shall be sent electronically to the GFWC Michigan Board of Directors, each Club on record belonging to GFWC Michigan, GFWC Michigan Advisory Board, GFWC Michigan Past State Presidents, and GFWC Michigan Junior Directors at least thirty (30) days prior to the first day of the meeting. Those who do not have email would receive by first class mail. Acknowledgement to be sent to the State President when received.
Section 4
The Board of Directors shall hold a meeting immediately before and after each GFWC Michigan Convention. The Board of Directors shall meet, three (3) additional times during the year, called by the President.
Section 5.
Special meetings of GFWC Michigan may be called by the President, three (3) members of the Board of Directors, or by written request from three (3) or more clubs (not to include more than two (2) from the same district). Only that business, listed in the call to that meeting, can be transacted. Fifteen (15) days notice must be given and sent by first class mail.
Section 6
Winter Board Meeting may be held by teleconference with the approval of the President. Section 7.
A Board of Directors Emergency Meeting may be held by teleconference with the approval of the President, and a vote on the issue under consideration may be taken by mail or electronically.
ARTICLE III QUORUM
Section 1.
Delegates from one-fourth of the clubs and societies belonging to GFWC Michigan shall constitute a quorum at any meeting.
Section 2.
A majority of members of the GFWC Michigan Board of Directors shall constitute a quorum at any meeting.
ARTICLE IV OFFICERS AND TERMS OF OFFICE
Section 1.
The officers of GFWC Michigan shall be President, First Vice President, Second Vice President, Secretary, and Treasurer.
Section 2.
No person shall hold more than one office at the same time.
Section 3.
No two elected officers shall represent the same club, except a club which has a membership of seventy- five (75) or more.
Section 4.
No person shall be eligible for the office of President, First Vice President, or Second Vice President until they have served as a District President or Junior Director.
Section 5.
No person shall serve on the GFWC Michigan Board of Directors who has not previously served as President of a GFWC club.
Section 6.
No person shall be eligible to serve on the GFWC Michigan Board of Directors, Advisory Board, a Standing Committee, or a Special Committee who is not a member of a club holding active membership in GFWC Michigan.
Section 7.
Upon the refusal and/or neglect of an officer to perform the duties of her office, the Board of Directors, in an assembled meeting, shall have the power to declare the office vacant.
Section 8.
The regular term of all elected officers shall be for two (2) years, except that of the Treasurer and Secretary, who shall be eligible for two (2) consecutive terms. All newly elected officers shall assume their duties on July 1st, following their election, and continue in office for two (2) years, or until their successors are elected. All officers shall be installed at the GFWC Michigan Convention at which they are elected.
Section 9.
Any part of a term, more than one (1) year, shall be considered a term in deciding eligibility for re-election.
Section 10. Vacancies in Office.
A. Should the office of the President become vacant, the First Vice President and the Second Vice President shall succeed to the office of President and First Vice President, respectively.
B. Should the office of the Second Vice President, Secretary, Treasurer, and Chairman of the Endowment/Fox Fund Trustees become vacant; the office shall be filled by the President, with the approval of the Board of Directors.
C. Should a vacancy occur in the offices of Junior Director, District President, GFWC Michigan Education Foundation President, or Girlstown Foundation Chairman, it shall be filled according to their respective bylaws.
ARTICLE V DUTIES OF OFFICERS
Section 1.
A. Each officer shall keep a record of her work: e.g. copies of letters and all other materials that will assist in furthering the work of GFWC Michigan; and, upon retiring from office, deliver these materials to her successor within thirty (30) days after adjournment of the GFWC Michigan State Convention.
B. No officer shall use her official title in the endorsement of any enterprise not within GFWC Michigan, unless given consent to do so by the Board of Directors.
Section 2. The President shall:
A. Preside at all GFWC Michigan meetings.
B. Be a member of the GFWC Michigan Board of Directors.
C. Be an ex-officio member of all GFWC Michigan Community Service Programs and Committees, except the Committee on Nominations.
D. Be an ex-officio member of the Guiding Harbor/Girlstown Board of Directors with voting power.
E. Be an ex-officio member of the GFWC Michigan Education Foundation Board of Directors with voting power.
F. Appoint Trustees to the Endowment and Fox Funds.
G. Appoint the Parliamentarian, chairmen of Community Service Programs and committees, and other special appointments (which have not been specifically provided for in the current GFWC Michigan Bylaws).
H. Motivate and promote GFWC Michigan in programs, projects, and membership.
I. Collaborate with the Treasurer to approve budgeted items.
J. Hold surety bond of the Treasurer. The President’s name shall be on the bank account
K. Approve a voucher from the Treasurer.
L. Appoint three (3) qualified members, or an auditing firm, to serve as auditors.
M. Appoint the Chairman of tellers and any additional needed tellers, as provided in ARTICLE XV, Section 5.
N. Deliver an annual address.
O. Be chairman of the Michigan delegation at all meetings of GFWC. No action taken by the delegation, without the knowledge of the President, shall be binding upon GFWC Michigan.
P. Be the representative of GFWC Michigan on all occasions with power to appoint a substitute representative.
Q. Supervise the issuing of the yearbook.
R. Provide the District Presidents and members with the GFWC and GFWC Michigan programs and projects at District Annual Meetings.
S. Make a general report of her expenditures to the Board of Directors at each Board Meeting.
T. Appoint the Resident Agent. The Resident Agent’s name shall be registered in compliance with the Articles of Association with the State of Michigan Corporation and Securities Commission.
U. Appoint the Chairman of the Budget Committee.
V. Appoint a Financial Review Committee made up of a Chairman and two (2) members.
W. Appoint a Credentials Committee.
X. Appoint three (3) delegates to approve minutes of the GFWC Michigan Convention,
Y. Be responsible for assembling and preserving the activities and achievements of her term for deposit in the GFWC Michigan Archives.
Section 3. The Vice Presidents:
A. It shall be the duty of the First Vice President to serve as Dean of Community Service Programs, Standing Committees, and Special Committees.
B. On November 1st of the odd year, the First Vice President is automatically the President-Elect of GFWC Michigan and will assume her duties on July 1st.
C. On November 1st of the odd year, the First Vice President (now President-Elect) may begin making appointments to Community Service Programs, other GFWC Michigan Programs, and Special Committees for her administrative term.
D. The First Vice President shall receive payment for her attendance at the GFWC Pre-Administration Training Session, as follows:
(1) Transportation
(2) 50% of room expenditure (based on double occupancy)
(3) Registration
(4) Meal Functions
E. The First Vice President shall attend the GFWC Convention, during her year as President-Elect, with her expenses paid.
F. The First Vice President shall make a report of her expenditures to the Board of Directors at each Board Meeting.
G. It shall be the duty of the Second Vice President to serve as Membership Chairman and to maintain the membership database and keep it up-to-date.
H. The Vice Presidents shall perform such other duties as may be assigned to them by the President or Board of Directors.
Section 4. The District Presidents shall:
A. Promote GFWC Michigan interest in the District and hold an Annual District Meeting.
B. Organize new clubs and encourage those already organized to become members of GFWC Michigan. She will cooperate with the Membership Chairs of GFWC Michigan and of her District.
C. Make an annual report of all the clubs in her District and send a copy to the President of GFWC Michigan.
D. Send to the President of GFWC Michigan, on or before May 1st of each year, a roster of the clubs within her District. This roster shall include the names and addresses phone number and email address of the President and Treasurer of each club.
E. Authorize the District Vice President to represent the District if circumstances prevent her required attendance at a meeting of the GFWC Michigan Board of Directors.
Section 5. The Secretary shall:
A. Keep complete minutes of all the proceedings of GFWC Michigan, the Board of Directors, and the Advisory Board.
B. Have custody of all records and papers for GFWC Michigan, not otherwise provided for, and shall perform all duties as may be required of her by GFWC Michigan or the Board of Directors. She will file an annual report.
C. See that the minutes, covering the President’s full term of office, and all other records, within her possession, are organized in chronological and uniform order. These records are then to be delivered to the Committee on Records by July 1st.
D. Notify clubs applying for membership of action taken by the Board of Directors. Notify the Membership Chairman of any club contemplating withdrawal from GFWC Michigan. She is also responsible for all correspondence of GFWC Michigan as directed by the President of the Board of Directors.
Section 6. The Treasurer shall:
A. Collect and deposit all monies belonging to GFWC Michigan, including all interest on interest- bearing funds, in a bank approved by the Board of Directors. Refer to Article VIII, Section 5. for disposition of Endowment Fund monies.
B. Require one (1) signature on every check.
C. Pay all bills upon receipt of original bills and approved vouchers, signed by the President.
D. Submit a written report to the Board of Directors, at each meeting, of all monies received and disbursed since the last meeting. Submit in writing a complete report at the GFWC Michigan Convention.
E. Submit her annual report, including a record of all receipts and disbursements, to a qualified committee of three (3) members or a financial firm, appointed by the President, within ten (10) days after the close of the fiscal year. This appointed committee or firm will review the records and report, on an annual basis, and present a Financial and Tax Preparation Report to the Board of directors, sending a copy to the Records Committee.
F. Execute all transactions of monies invested, with the full knowledge and approval of the President.
G. Give a bond, executed by a responsible surety company, in such sum as the Board of Directors may require. The cost of obtaining said bond is to be defrayed by GFWC Michigan. This bond shall be approved by the President and held by her.
H. Complete the work of her office for the preceding fiscal year by August 1st.
I. File with her successor a supplemental report which includes all receipts and disbursements made since closing her books until they are delivered. This report should contain all financial materials, including stocks and Certificates of Deposit (CDs), that have been in her custody.
J.
K. See that the financial reports of her term of office are delivered to the Records Committee by August 1st.
L. Compile a list for each district of all clubs who have paid their annual dues in time to entitle them to representation at the annual convention.
ARTICLE VI BOARD OF DIRECTORS
Section 1.
The Board of Directors (consisting of the Elected Officers, District Presidents, Junior Director, Endowment/Fox Fund Chairman, Guiding Harbor/Girlstown President and the President of GFWC Michigan Education Foundation) shall:
A. Select places of deposit for the GFWC Michigan funds.
B. Have the power to create and discontinue Community Service Programs and other Programs in compliance with GFWC, as well as Standing and Special Committees.
C. A vote by mail and/or electronic means is permitted if necessary. Ratification will take place at the next regularly scheduled meeting.
D. Approve the time and location of the Annual Convention and District Annual Meetings.
E. Be responsible for the Endowment/Fox Fund. (Refer to GFWC Michigan Bylaws, ARTICLE VIII, Sections 3., 4., and 5.)
F. Determine the time for the opening and closing of the polls.
G. Set registration fee for delegates and visitors at GFWC Michigan functions.
H. When unable to attend a scheduled Board Meeting.
(1) Notify the President of GFWC Michigan.
(2) Send a representative.
(3) Provide the representative with materials pertaining to the Board Meeting.
(4) Send your written report to the Board.
Section 2.
A. Guard the Title of this corporate body, GFWC Michigan, and not permit its use or the use of its official stationery by any persons for any activity not authorized by the GFWC Michigan Board of Directors.
B. Ensure the GFWC Michigan membership list is only used with Board approval.
C. Control all the records and documents belonging to GFWC Michigan. No access to the documents, deposited in the Archives at Western Michigan University, shall be granted without written permission from three (3) Board of Directors members (one of whom shall be the President or her appointee).
Section 3.
So far as funds permit, the officers shall be allowed necessary expenses incurred for transportation to attend all meetings of the Board and GFWC Michigan, postage, and necessary clerical assistance. Expenses of the President to attend the GFWC Board Meetings and Conventions, other than those paid by GFWC, shall be paid by GFWC Michigan.
ARTICLE VII DUES
Section 1.
Dues shall be paid annually, in advance, and on or before the first day of December to the Treasurer.
Section 2.
The annual dues of clubs or organizations holding active membership in GFWC Michigan and GFWC shall pay current dues on total membership.
Section 3.
The annual dues for the Juniorette Clubs holding active membership in GFWC Michigan and GFWC shall pay current dues on total membership.
Section 4.
The annual dues of GFWC Michigan Past Presidents Club shall be assessed by the GFWC Michigan. Section 5.
The annual dues of a club or society holding associated membership shall be fifty dollars ($50.00).
Section 6. County Federations.
A. The annual dues for a County Federation, belonging to GFWC Michigan, shall be thirty dollars ($30.00).
B. The County Federation shall pay their GFWC dues directly.
Section 7.
The annual dues of an organization, elected to membership after the first day of May, shall be credited as the dues for the year beginning the subsequent July 1st.
Section 8.
A club that fails to pay dues by January 2nd shall be declared delinquent and shall be notified in writing by the Treasurer that they are no longer a member in good standing.
Section 9.
Clubs, whose membership has elapsed because of non-payment of dues, may be reinstated by the Board of Directors upon payment of current dues and ten dollars ($10.00) penalty for each non-payment year.
Section 10.
Clubs, whose membership was terminated by resignation and in good standing, may be reinstated by the GFWC Michigan Board of Directors, upon written request, submission of application, and the payment of current dues.
ARTICLE VIII FINANCE
Section 1.
All money, not belonging to the Endowment Fund, the Fox Fund, or to any special fund authorized by the Board of Directors, shall be credited to a General Fund and deposited in a bank selected by the Board.
Section 2. The Endowment/Fox Fund:
A. To have charge of the Endowment/Fox Fund and the investment thereof. There shall be appointed by the President, with the approval of the Board of Directors, three trustees; who, with the President and First Vice President, shall be known as the Endowment/Fox Fund Trustees. The term of office for each trustee shall be six (6) years with one (1) trustee, appointed by the President, at the beginning of her term. Within fifteen (15) days, following this appointment, the trustees shall meet and elect a chairman and secretary.
B. The President and First Vice President shall not be eligible for the above offices.
C. These trustees shall report to the convention; and, as required, by the Board of Directors. The Chairman and Secretary shall be elected for a two (2) year term of office. (The Chairman will have a four (4) year term limit).
Section 3.
All securities and principal, not invested, of the Endowment Fund shall be placed, by the Chairman of the fund, in the custody of an accredited bank or trust company. The financial institution, determined by the Board of Directors, is charged with investment, when due or advisable. The investment or reinvestment of said funds in recommended securities is to be approved by the Endowment Fund Trustees of Michigan.
Section 4.
The Board of Directors shall require the approved bank or trust company to render a semi-annual statement to the Endowment/Fox Fund Trustees of GFWC Michigan which is to include the status of all held securities and the amount of interest accumulated.
A. Interest from the Endowment shall be placed in the GFWC Michigan General Fund.
B. Interest from the Fox Fund securities shall be allocated to the work of GFWC Michigan Community Service Programs.
Section 5
A. Establish a Financial Review Committee
B. A chairman and two other members appointed by the President and approved by the Board of Directors to serve with the current administration.
C. Authorize this Financial Review Committee to receive and review by October 1st the financial reports of those local clubs who wish to apply for a Gaming License from the State of Michigan.
D. The Financial Review Committee shall review financial reports from said clubs and make a report and recommendations to the GFWC Michigan Board of Directors on an annual basis.
E. The GFWC Michigan Board of Directors shall report to the applicable local club presidents annually acknowledging receipt and approval of the financial reports and making recommendations for changes in the procedures followed by the said local clubs.
F. Clubs applying for a Gaming License must adhere to the laws set forth by the State of Michigan Lottery Commission.
ARTICLE IX DISTRICTS
Section 1.
For the furtherance of GFWC Michigan interests, through a more perfect organization, the state shall be divided into the following six (6) districts
A. First, or Southeastern District (SED) comprising the counties of Ingham, Jackson, Lenawee, Livingston, Macomb, Monroe, Oakland, Washtenaw, and Wayne.
B. Second, or Southwestern District (SWD) comprising the counties of Allegan, Barry, Berrien, Calhoun, Cass, Eaton, Hillsdale, Ionia, Kalamazoo, Kent, Ottawa, St. Joseph, and VanBuren.
C. Third, or East Central District (ECD) comprising the counties of Clinton Genesee, Huron, Lapeer, Saginaw, Sanilac, St. Clair, Shiawassee and Tuscola.
D. Fourth, or Northeastern District (NED) comprising the counties of Alcona, Alpena, Arenac, Bay, Cheboygan, Clare, Crawford, Gladwin, Gratiot, Iosco, Isabella, Midland, Montcalm Montmorency, Ogemaw, Oscoda, Otsego, Presque Isle, and Roscommon.
E. Fifth, or Upper Peninsula District (UPD) comprising the counties of Alger, Baraga, Chippewa, Delta, Dickinson, Gogebic, Houghton, Iron, Keweenaw, Luce, Mackinac, Marquette, Menominee, Ontonagon, and Schoolcraft.
F. Sixth, or Northwestern District (NWD) comprising the counties of Antrim, Benzie, Charlevoix, Emmet, Grand Traverse, Kalkaska, Lake, Leelanau, Manistee, Mason, Mecosta, Missaukee, Muskegon, Newaygo, Oceana, Osceola, and Wexford.
Section 2.
Any proposed amendments to the District Bylaws should be sent to the GFWC Michigan Parliamentarian for perusal at least sixty (60) days prior to the District Meeting at which time they are to be considered. After approval, by the District, a copy should be sent to the GFWC Michigan Parliamentarian.
Section 3.
Each District shall review their Bylaws every four (4) years.
Section 4.
The Annual Meeting of each District shall be held in the Fall of each year at such time, as approved, by the GFWC Michigan Board of Directors.
Section 5.
At the Annual District Meeting, one half hour (30 minutes) should be allowed for the GFWC Michigan President’s address. The GFWC Michigan First and Second Vice Presidents and the Junior Director (if in attendance) are to be allotted fifteen (15) minutes each for their presentations. Fifteen (15) minutes is also to be given to program representatives from Guiding Harbor/Girlstown and the GFWC Michigan Education Foundation.
Section 6.
The District President, elected at the Annual District Meeting, shall be installed at the subsequent GFWC Michigan Convention
ARTICLE X JUNIOR ORGANIZATION
Section 1.
There shall be a Junior organization, within the GFWC Michigan, comprising all the Junior Clubs.
Section 2.
The Junior Organization shall adopt bylaws, subject to the approval of the Board of Directors, of GFWC Michigan. No change in the bylaws of a Junior Organization shall become effective until approved has been granted by the GFWC Michigan Board of Directors.
Section 3.
The Annual Meeting of the Junior Organization may be held in conjunction with the GFWC Michigan Convention
Section 4.
The Director of the Junior Organization shall be a member of the GFWC Michigan Board of Directors. In the absence of the Junior Director, the Assistant Junior director shall be her representative.
Section 5.
Clubs, who are a part of the Junior Organization, shall be governed by GFWC Michigan Bylaws concerning payment of dues as set forth in ARTICLE VII, Sections 1 and Section 2.
ARTICLE XI JUNIORETTE CLUBS
Section 1.
Juniorette clubs, paying dues, are members of GFWC Michigan.
Section 2.
Clubs, whose membership is comprised entirely of Middle School, Junior High School, and High School age young women, shall be classified as Juniorette Clubs. Such clubs shall hold active membership and shall participate in the regular programs of GFWC Michigan.
Section 3.
Juniorette Clubs shall be sponsored by a club holding active membership in GFWC Michigan.
Section 4.
Juniorette Clubs shall adopt bylaws which are subject to approval of the GFWC Michigan Board of Directors. No change, made in these bylaws, can become effective until approval has been granted by the GFWC Michigan Board of Directors.
Section 5.
Each Juniorette Club may appoint one (1) delegate to the GFWC Michigan Convention. This delegate will be allowed all privileges of a GFWC Michigan Club.
ARTICLE XII ADVISORY BOARD
Section 1.
The Advisory Board shall be comprised of the GFWC Michigan Board of Directors, Chairman of Community Service Programs and other Programs, and Chairman of Standing and Special Committees.
Section 2.
The Advisory Board shall meet at least once a year.
Section 3.
A member of the Advisory Board, upon the expiration of her term of service, shall deliver to the current President, or her successor, within thirty (30) days all monies, accounts, record books, papers, and other property of GFWC Michigan within her possession.
Section 4.
No person shall be eligible to serve on the Advisory Board who is not a member of a club holding active membership in GFWC Michigan.
Section 5.
Vacancies on the Advisory Board, other than the Board of Directors, may be filled by the President.
ARTICLE XIII COMMUNITY SERVICE PROGRAMS & OTHER PROGRAMS
Section 1.
It shall be the duty of the First Vice President to serve as Dean of Community Service Programs.
Section 2. Guidelines.
A. The General Plan of work for each Community Service Program shall follow the GFWC Community Service Program guidelines
B. GFWC current Community Service Programs.
C. All letters and handouts must be approved by the Dean of Community Service Programs with approval of the GFWC Michigan President.
Section 3.
All Chairman of Community Service Programs and other Programs should have expenses approved before sending itemized bills, accompanied by a signed voucher, to the President who shall forward them, when approved, to the Treasurer for payment.
Section 4.
Expenses shall not be incurred by any Community Service Program except when budgeted.
Section 5. The Chairman of Community Service Programs and other Programs shall prepare, by March 15th, five (5) copies of her annual report as follows: 1st for File, 2nd for GFWC counterpart, 3rd for GFWC Michigan President, 4th for the Dean of Community Service Programs, and 5th for GFWC Michigan Secretary.
Section 6.
The Chairman of each Community Service Program and other Programs shall keep a file to assist with the work of her Community Service Program or other Program, and shall deliver the same to her successor within thirty (30) days of the end of her term.
Section 7.
If any member of a Community Service Program or other Program neglects or refuses to do the work required, the GFWC Michigan Board shall have the power to declare the position vacant and appoint a new member.
Section 8.
No member shall serve as Chairman of the same Community Service Program or other Program for more than two (2) consecutive terms.
A. The term of office for chairman and members of a Community Service Program or other Program shall be for two (2) years.
B. Any part of a term, more than one (1) year, shall be considered a term when determining eligibility for reappointment.
Section 9.
Community Service Programs and other Programs may be added or discontinued by the GFWC Michigan Board of Directors.
Section 10.
The Chairman of Community Service Programs and other Programs shall report at the GFWC Michigan Convention at the call of the GFWC Michigan President.
ARTICLE XIV STANDING COMMITTEES AND ADMINISTRATIVE COMMITTEES
Section 1.
The First Vice President shall be Dean of Standing Committees. Her duties shall be assigned by the President.
Section 2.
There shall be the following Standing Committees: Bay Cliff Health Camp, Leadership, Legislation, Membership, Scholarships, and Nominations.
Section 3.
All letters and handouts must be approved by the Dean of Standing Committees with approval of the GFWC Michigan President.
Section 4.
All Chairman of Standing Committees should have expenses approved before sending any itemized bills, accompanied by a signed voucher, to the President who shall forward them, if approved, to the Treasurer for payment.
Section 5.
The Chairman of Standing Committees shall prepare, by March 15th, four (4) copies of annual reports as follows: 1st for the File, 2nd for her GFWC Counterpart (where applicable), 3rd for the GFWC Michigan President, and 4th for the Dean of Standing Committees.
Section 6.
The Chairman of each Standing Committee shall keep a file to assist with the work of her committee and shall deliver this file to her successor within a period of thirty (30) days.
Section 7.
In case of the neglect and/or refusal of any member of a Standing Committee to do the work required, the President shall have the power to declare the position vacant and to appoint another member to fill this position.
Section 8.
The Committee on Bay Cliff Health Camp shall be responsible for promoting Bay Cliff Health Camp.
Section 9.
The Committee on Leadership shall consist of not less than three (3) members and shall assist in developing a Leadership Program.
Section 10.
The Committee on Legislation shall consist of not less than three (3) members and shall assist in developing an Educational Program concerning Legislation. The Committee shall review and approve all matters of Legislation.
Section 11.
The Committee on Membership shall include one (1) member from each district and a Chairman. The Chairman shall contact non-federated clubs concerning GFWC Michigan membership, this committee shall establish and promote new clubs.
Section 12.
There shall be the following Administrative Committees under the direction of the President. Awards, Budget, Bylaws, Credentials, Fundraising, GFWC Michigan Convention, Newsletter, Records, and Resolutions.
Section 13.
The Committee on Awards shall be responsible for the awards. Section 14.
The Committee on Budget consisting of the Chairman, who is appointed by the President, the two (2) Vice Presidents, and the Treasurer shall prepare a budget. The budget shall be presented for approval by the Board of Directors at the 1st meeting of each fiscal year.
Section 15.
The Committee on Bylaws shall consist of three members appointed by the President. Proposed amendments shall be printed in the Official Call to the GFWC Michigan Convention.
Section 16. The Committee on Credentials shall:
A. Consist of the Convention Chairman and a committee of two members appointed by the President.
B. Register all delegated and visitors having proper credentials; and, at the time of registration, shall collect from each such registration fee as has been authorized by the Board of Directors.
Section 17.
The Committee on GFWC Convention shall consist of the President, the State Chairman, and the Local Arrangements Chairman. This committee shall supervise the plans for the convention.
Section 18.
The Committee on Newsletter shall edit, publish, and distribute the newsletter electronically containing GFWC and GFWC Michigan information.
Section 19.
The Committee on Nominations shall perform its duties according to Article XV.
Section 20.
The Committee on Records, consisting of three (3) members, shall see that the minutes covering the President’s full term in office are bound and, together with all other records, are filed in the Archives of Western Michigan University. The Committee on Records shall be responsible for the protection of all records and documents belonging to GFWC Michigan.
Section 21.
The Committee on Resolutions shall consist of a Chairman and three (3) members who will receive and recommend to the GFWC Michigan Convention for action resolutions approved and signed by the Officers or Chairman of Community Service Programs and other Programs or by any five (5) members of a GFWC Michigan Club or by the Committee on Resolutions.
A. The time limit for the proposed resolution(s) shall be February 1st, prior to the time of issuing the Call to Convention. A copy of each resolution to be presented, except emergency resolutions, shall be incorporated in the Call.
B. Only emergency resolutions will be considered by the Committee on Resolutions after the time limit set for the proposed resolutions. Emergency resolutions are those matters that have arisen or those which are governed by a definite time value and upon which delayed action would be most disadvantageous.
C. Emergency resolutions to be presented in convention shall be distributed to the voting members, present at the session, by the members proposing them no later than four (4) o’clock of the day before consideration by the convention. Emergency resolutions must be approved by a unanimous vote.
Section 22.
The Chairman of the Scholarship Committee, with a panel of judges, shall select the recipient to whom the scholarship will be awarded. The amount is to be determined by the GFWC Michigan Board of Directors. Scholarships are to be awarded at the GFWC Michigan Convention.
Section 23.
All members of the Standing Committees must be members of GFWC Michigan.
ARTICLE XV SPECIAL COMMITTEES
Special committees are those whose purpose is for a limited time. The President shall determine the special committees for her term. Any expenses should be approved before work is done.
ARTICLE XVI NOMINATIONS AND ELECTIONS
Section 1.
A. An election shall be held at each Biennial Convention in even-numbered years. In the event no regular Annual Convention is held, the officers of GFWC Michigan may be elected by the GFWC Board of Directors from the slate of candidates prepared by the Committee of Nominations, at a meeting held within two (2) calendar months following the close of the fiscal year.
B. The First Vice President, Second Vice President, Secretary, and Treasurer shall be elected in the even numbered years. The President of Southeastern, Southwestern, East Central, Northeastern, Upper Peninsula, and Northwestern Districts shall be elected, at their respective District Annual Meeting, in the odd numbered years.
Section 2. The Committee on Nominations shall:
A. Consist of the Chairman, appointed by the President, and one (1) member from each district.
B. Abstain from absent voting.
C. Prepare, by February 1st of the even numbered year, a slate containing the names of one or more nominees for each office to be filled. No name shall be presented for more than one office. Nominees shall have been endorsed by their club and by voting in the District Convention or by her club and the District Board of Directors. Endorsement shall include candidate’s qualifications for office.
D. Present nominees who have served as a President of a GFWC Michigan club.
E. In case there are no nominees endorsed, the Committee on Nominations shall select candidates for office.
F. Obtain the consent of all nominees before presenting names to the convention.
G. Provide Ballots and a Ballot Box.
Section 3.
Nominations may be made from the floor, providing the consent of the nominee has been previously obtained and she has been endorsed by her club and District.
Section 4.
Election shall be by ballot and a plurality vote of those present, entitled to vote and voting, shall constitute an election.
Section 5.
The President shall name the Chairman of Tellers. On the day of the election each nominee shall appoint one teller and the President shall appoint as many additional tellers as she deems necessary. Tellers must be members of GFWC Michigan.
Section 6.
A. On the day of the election the candidates for the various offices in GFWC Michigan shall be presented to the delegate body in convention assembled.
B. Candidates shall be given three (3) minutes to speak about her goals for GFWC Michigan’s future.
C. There shall be no food, no favors, and no parties for the purpose of promoting a candidate.
D. No cards or materials of any kind shall be distributed at the convention which would directly or indirectly promote any nominee for office.
Section 7.
Each ballot box shall be in the charge of two (2) tellers. Each elector, after having her credentials checked, shall mark her ballot and deposit it in a ballot box.
Section 8.
The polls shall be open during such hours as the Board of Directors shall decide, and these hours shall be published in the Convention Call and Program. Tellers must be members of GFWC Michigan.
Section 9.
The tellers shall make a full report of the ballots cast for the officers, showing the names of all persons receiving one or more votes, and the number of votes cast for each.
Section 10.
Ballots will be kept by the Secretary for a period of one year and then destroyed.
ARTICLE XVII REPRESENTATION
Section 1.
Each club holding active membership, having paid their dues by December 1st of the current fiscal year, will have delegate representation based on the following categories:
Category 1:
1-20 members
1 delegate
Category 2:
21-40 members
2 delegates
Category 3:
41-99 members
3 delegates
Category 4:
100+ members
4 delegated (+ one (1) delegate for every 50 additional members)
Category 5: County Federations, whose dues are current, may be represented by one (1) delegate. This delegate must be a member of a club holding active membership in GFWC Michigan.
Section 2.
Each Society holding Associate Membership, dues paid by December 1st of the current fiscal year, having a membership of five hundred (500) or fewer may be represented by one (1) delegate. A society of more than five hundred (500) members shall be allowed one (1) additional delegate for every additional five hundred (500) members. Delegates must be members of a club holding active membership in GFWC Michigan.
Section 3.
Past Presidents of GFWC Michigan and Past Junior Directors shall be entitled to all the privileges of delegates, including the right to vote, and shall pay regular registration fees.
Section 4.
All non-voting members of clubs belonging to GFWC Michigan may be present at the GFWC Michigan Convention and take part in all discussions but shall not introduce motions or vote.
ARTICLE XVIII VOTING BODY
Section 1.
At all meetings of GFWC Michigan voting shall be restricted to delegates, or in their absence, their registered alternates, from clubs or societies belonging to GFWC Michigan, whose dues are paid by December 1st of the current fiscal year, and members of the Board of Directors of GFWC Michigan, Chairman of Community Service Programs and other Programs, Standing and Special Committees, and Past GFWC Michigan Presidents and Past Junior Directors.
Section 2.
No person shall be entitled to more than one (1) vote on any question.
Section 3.
No person shall be a delegate who is not a member of a club holding active membership in GFWC Michigan.
ARTICLE XIX FISCAL YEAR
The fiscal year of GFWC Michigan shall be the first day of July (July 1st) of each year to the last day of June (June 30th), inclusive of the following year.
ARTICLE XX DISSOLUTION CLAUSE
In the event of the dissolution of the General Federation of Women’s Club Michigan, the total assets shall be liquidated and allotted to organizations qualified as exempt organizations (under Section 501(c)(3) of the Internal Revenue Code) with purposes similar to those of the General Federation of Women’s Club Michigan.
ARTICLE XXI PARLIAMENTARY AUTHORITY
The rules contained in the current edition of Robert’s Rules of Order, Newly Revised shall govern GFWC Michigan in all cases to which they are applicable, and in which they are not inconsistent with the Bylaws and Standing Rules adopted by GFWC Michigan.
ARTICLE XXII ETHICAL STANDARDS
Section 1. Ethical Standards.
GFWC Michigan requires its Officers, Board of Directors, Members, and Affiliated Clubs to observe high standards of ethical conduct in the execution of their duties and responsibilities.
Section 2. Confidentiality.
Officers, the Board of Directors, Members, and Affiliated Clubs shall not disclose confidential or proprietary information belonging to GFWC Michigan or obtained through their affiliation with the organization, other than to persons who have a legitimate or legal need for such information.
Section 3. Conflict of Interest.
Officers, the Board of Directors, Members, and Affiliated Clubs shall act in the best interest of GFWC Michigan. They shall be disqualified from acting when they have any actual or potential conflict of interest that may impede or be perceived as impeding their capacity to act in good faith in the best interest of GFWC Michigan.
Section 3.1. Presumption of Conflict. A conflict of interest shall be presumed when:
A. An Officer or member of the Board of Directors; or
B. Any individual acting in that capacity for a Member or Affiliated Club; or
C. A member of their immediate family has a close affiliation or interest in an affected organization or company or could expect financial gain or loss from a matter being considered by GFWC Michigan.
Section 3.2. Public Positions.
No Officer, member of the Board of Directors, Member, or Affiliated Club, while acting in their official GFWC Michigan capacity, may take a public position on any Issue:
A. That is not in conformity with the official position of GFWC or GFWC Michigan; or
B. On which GFWC or GFWC Michigan has taken no formal position.
Section 4. Indemnification.
GFWC Michigan shall indemnify, to the fullest extent permitted by law, any current or former Officer or member of the Board of Directors for liability resulting from acts taken on behalf of GFWC Michigan in their official capacity. An individual shall be entitled to indemnity only to the extent that their conduct was authorized by GFWC Michigan. The Board of Directors shall take action as may be necessary to authorize an appropriate amount of indemnification, after consulting with legal counsel.
ARTICLE XXIII AMENDMENTS
Section 1.
These Bylaws may be amended at any GFWC Michigan Convention by a two-thirds (2/3) vote of the voting body present and voting, provided the proposed amendments have been appended to the Call to Convention.
Section 2.
Amendments may be proposed at any GFWC Michigan Convention, without previous notice, if the proposed amendment is carried without a dissenting vote.
Section 3.
Amendments may be proposed by the Board of Directors or by three (3) of their members or by two (2) GFWC Michigan clubs or societies.
Section 4.
Amendments must be submitted by December 1st to the Bylaws Committee for recommendation.
REVISED: MAY 1999
AMENDED: MAY 2000
AMENDED: MAY 2003
AMENDED: APRIL 2004
AMENDED: APRIL 2005
AMENDED: APRIL 2006
AMENDED: APRIL 2008
AMENDED: APRIL 2009
AMENDED: MAY 2010
AMENDED: APRIL 2012
AMENDED: APRIL 2014
AMENDED: APRIL 2015
AMENDED APRIL 2016
AMENDED: May 5, 2019
GFWC MICHIGAN STANDING RULES
General Rules for Membership:
1. Membership shall be the responsibility of each and every member of GFWC Michigan.
2. Dues will be five dollars ($5.00) per member. The club treasurer will submit dues for all members on or before December 1st.
3. Each officer and chairman, whether it being a club, district, or state office, will be a mentor to the successor of her office or chairmanship.
4. The name of club categories for the distribution of awards will be as follows:
A. Category 1: 1-20 members
B. Category 2: 21-40 members
C. Category 3: 41-99 members
D. Category 4: 100+ members
5. Awards for the various community service programs and committees will be distributed at the GFWC State Convention, including “Club of the Year” for each category.
(Adopted April 26, 2008)