Article I - Name

Section 1              The name of this Club shall be Round Rock New Neighbors.

Article II – Purpose

Section 1.             The purposes of this club are to provide opportunity for friendship with residents in the Round Rock area and to  promote various activities through which residents can become better acquainted with the social and civic opportunities that Round Rock has to offer.  This club shall be non-profit and self-governing.

Article III – Membership and Dues

Section 1              The membership of this Club will consist of residents of Round Rock and the surrounding area whose dues are current.

A.     Membership rules may be waived by the Board on an individual basis, when deemed

necessary.

B.     Any member may resign from the club at any time, however they must pay any indebtedness prior to rejoining the club.

C.     The membership roster of this club may not be used for solicitation purposes or for personal gain.

Section 2              Dues:

A.     The amount of annual dues will be recommended by the Board and approved by a simple majority of the Board members present.

B.      Renewing members dues will be payable by the October luncheon.  New Neighbors joining for the first time after March 1 shall pay ½ (half) of the regular annual dues.

C.     After October, those who have not paid their dues may not attend luncheon meetings or club activities.

D.      Only those members who have paid their dues will be listed in the Membership Directory.

E.        Dues are non-refundable.

Article IV – Meetings

Section 1.             A.  The club luncheon and general meeting will be held the second Wednesday of the month  from September to May inclusive unless otherwise ordered by the Board.

B.       If space is available, members may bring out-of-town guests to a luncheon meeting or interest group activity.

C.      Prospective members may attend each function only once prior to joining.

D.     Twenty-five (25%)  percent of the paid membership will constitute a quorum.  A simple majority of the quorum is needed for passage of any action

Article V – The Board

Section 1              The Board shall consist of  the following:

A.     The elected officers:  President, First Vice President – Membership, Second Vice President – Programs, Third Vice President –Luncheons, Secretary, Treasurer, Newsletter, Parliamentarian, Publicity

B.     Auxiliary chairmen and co-chairmen  (Appointed personnel who are essential to the continuity of the clubs activities and luncheons.)  These positions are:  Book/Magazine Exchange. Caring Hands, Friendship, Historian, Interest Group Coordinator, RRNN Board Hospitality Coordinator, RRNN Picnic Chairman, Silent Auction Chairman, Table Decorations, and Webmaster.

Section 2              The Board will meet each month from August to May inclusive.  The date may be set by the general consent of the Board.  Special meetings of the Board can be called at the request of three Board Members.   Any RRNN member may attend the Board meeting, but have no voting privileges.

Section 3              One-third of the Board members must be present at the Board meeting for the transaction of business, and a simple majority of those present will approve or disapprove a resolution.  In case of a tie, the President will vote to break the tie.

Section 4               Board meeting information shall be posted in the RRNN Newsletter. 

Section 5              The Board shall consider, transact, and promote the business of the club.

Section 6              The Board must approve all club expenditures not itemized in the budget that a re in excess of $25.00.

Section 7              The Board will set a minimum carry-forward amount for the budget each year.

Section 8              If any elected officer or auxiliary chairman fails to attend two consecutive Board meetings without prior notification, she may be asked to resign her office.

Section 9             If any elected or appointed position is shared by 2 or more members, then only one (1) vote will be counted.

Article VI – Officers and Their Election

Section 1              The elected officers of the club shall be as stated in Article V, Section 1.

Section 2              Officers should have been a member in good standing for at least three months.  Officers are elected annually in April for a one-year term.

Section 3              If the office of President is vacated, the First Vice President will automatically become President.   The new President will appoint a new First Vice President with approval of the Board.

Section 4              A.  The President will appoint a Nominating Committee of five members, two from the Board and three from the general membership, all in good standing for three months.  Members may be nominated to an elected office in which they already have served, but may not serve more than two consecutive years in the same office.

B.       Members of the Nominating Committee are not barred from becoming nominees for office.

C.       Nominations will be given to the Newsletter Editor in March for publication in the April newsletter.  The nominees shall be presented at the April luncheon.  Nominations may be made from the floor at the April luncheon, providing the person nominated has given prior consent.

Section 5              Election of officers shall take place immediately upon the close of nominations at the April luncheon and the vote will be by acclamation unless there is more than one candidate for a particular office.   Then the vote will be by paper ballot.

Section 6              The newly elected offices shall be installed at the May luncheon and will assume their duties at that time.

ARTICLE VII – Duties of the Officers

Section 1              President – The duties of the President are as follows:

A.  Preside over all meetings, enforce the rules, appoint standing and special committee                        chairpersons and special committee members...

                              B.  Must co-sign all club checks.                                                                                                                         C.  Act as ex officio member of all committees except the Nominating Committee.

                              D.  Perform all duties pertaining to the office.

E.  Prepare  a budget with the Treasurer and other officers.  The budget will be presented at the August Board meeting.

                              F.  Send needed information to the Newsletter editor.

Section 2.             The duties of the First Vice President shall be as follows:

A.  Preside in the absence of the President and perform the duties delegated  by the         President.

B.  Act as membership chairman and collect dues, keeping accurate records, and giving dues to the Treasurer in a timely fashion.

C.  Provide nametags at the luncheon – arriving 30 minutes early so name tags will be ready when the first guest arrives.

D.  Collect membership data, arrange, and have directory printed.

E.  Purchase a gift for the out-going President

F.  Promote membership

G.   Introduce all new members at the monthly luncheon

H.  Provide  information to the Newsletter Editor, including (new) members’   information, any changes or corrections, and birthday information.

Section 3.              Second Vice President – The duties of the Second Vice President are the following:

A.     Assume the duties of President in case of absence of both the President and the First Vice President.

B.  Arrange programs for monthly luncheons, presenting yearly agenda to the First Vice President for publication in the directory and to the Newsletter Editor for inclusion in the newsletter.

C.  Send  complete information to the Newsletter Editor for use in the monthly newsletter..

Section 4.             Third Vice President – It shall be the duty of the Third Vice President to:

A.     Arrange for monthly luncheon location and catering.

B.     Take reservations by mail and phone, advising caterer and location of confirmed reservations.

C.     Inform decoration chairperson of confirmed reservations.

D.  Collect money for luncheon, keep accurate records, give money/checks to the Treasurer in a timely manner.

E.  Co-ordinate with Treasurer on payment of caterer.

F.  Be at the entrance table to check-off confirmed reservations and take luncheon payments.

                              G.  Send information as needed to the Newsletter Editor.

Section 5.             Secretary – It shall be the duty of the Secretary to:

A.     Record the minutes for the General Club and the Board meetings.

B.  Conduct correspondence for the Club as directed by the President.

                              C.  Send luncheon minutes to the Newsletter Editor.

Section 6.             Treasurer – The duties of the Treasurer are the following:

A.     Receive and deposit all Club monies.

B.     Prepare a budget with the President and other RRNN members for the new Board by        the August Board meeting.

C.     Keep records of all money transactions.

D.  Co-sign all checks with president...

E.  Present a financial report at Club meetings.  (Fiscal year June 1 thru May 31)

G.  Send financial  information to the Newsletter Editor for inclusion in the monthly newsletter.

Section 7              Newsletter Editor – It shall be the duty of the Newsletter Editor to:’    

A.     Publish and distribute a monthly newsletter.

B.     Set deadlines as needed to get information for the Newsletter.

C.     Send complimentary newsletter to visitors and those who request a copy from the website.  Provide extra copies for the Friendship Hostess to distribute to luncheon visitors.

D.     Provide website manager with newsletter information.

Section 8              Parliamentarian – The duties of the Parliamentarian are the following:

A.     Support the President in leading efficient and orderly General Club and Board meetings.

B.  Support the President in having the actions of the Club be consistent with the written by-laws and in accordance with accepted parliamentary procedures.

Section 9              Publicity – It shall be the duty of the Publicity Officer to:

A.     Coordinate publicity for RRNN sponsored activities; to include September to May Luncheons and Summer Coffees with dates, times, and locations. 

B.     Promote Round Rock New Neighbors in Round Rock and surrounding communities.

C.  Keep a current file of available publicity sources with the names of key people and deadline dates.

D.  Maintain on file a record of all published materials pertaining to RRNN.

E.  Provide copies of published material about RRNN to the Historian.

ARTICLE VIII – AUXILIARY CHAIRMEN

Section 1.             Decoration

A.     Provide centerpieces for each table at the luncheons

B.     Provide table coverings for luncheons and arrange table settings.

Section 2.             Friendship Hostess.

A.     Assist First Vice President

B.     Extend invitations to coffees to prospective members.

C.     Send get well, baby congratulations and condolence cards to members.

D.     Arrange hostesses for prospective members and guests at the luncheons.

E.      Introduce all guests at the monthly luncheon.

F.     Provide visitors’ names and addresses to Newsletter Editor each month.

Section 3.             Interest Group Coordinator :

A.      Work with interest group leaders to provide helpful and accurate information at the luncheons about their activities.

B.     Display the clipboards and sign-up sheets prior to the luncheons.  Help group leaders get information for their monthly activities.

Section 4.            Book/Magazine  Exchange

A.     Maintain  collection of books and magazines from month to month for exchange.

B.     Arrive early to arrange books and magazines.

Section 5.            Caring Hands

A.     Coordinate and supervise various charitable activities.

B.     Maintain financial records of charitable activities

C.     Make regular reports to the membership

Section 6.            Historian

A.     Take photographs of any RRNN activity.

B.     Compile an annual scrapbook showing a sample of all activities for the year.

Section 7.            Picnic Chairman

A.     Plan and organize annual picnic for members and guests.

Section 8.            Silent Auction

A.     Plan and organize activities including a silent auction for the annual fund raiser.

Section 9.            Webmaster

A.     Maintain the RRNN  web site.

Section 10           The listed auxiliary positions and duties may be changed by action of the Board.

ARTICLE IX – RESOLUTIONS

Section 1.             These by-laws can be amended at any regular meeting of the club with a quorum present by a two-thirds (2/3) majority of the members present.

Section 2.             If this Club disbands, distribution of all remaining moneys will be determined by the membership at that time.

(Put the  following information in the general rules,)