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SAN MATEO MOTHERS CLUB BY-LAWS Effective JULY 2007
NAME OF THE CLUB
PURPOSE DEFINITION OF THE CLUB We are a member-led support group focusing on primary caregivers of children from birth to age five. All members shall be invited to volunteer, participate and share ideas and talents. The club is not intended to be political, partisan, or sectarian. The group offers a forum to discuss openly, in a supportive environment, issues and concerns of parents and children, with board approval.
REQUIREMENTS To become a member, members must have child(ren) between the ages of birth to five years (or be currently expecting). Members must pay dues on time. (See DUES section) Members must sign the By-Laws Acknowledgement form and return it to the Vice President. Members are expected to volunteer at least two hours per year in club projects or activities. To become a senior member, the senior member must only have children age 6 or over. Senior membership includes, but is not limited to: eligibility to attend General Meetings and open playgroups, and access to our online community. A senior member may also attend any club-sponsored event, if space is available, on a non-subsidized basis. A senior member will not be eligible for discounts on newsletter or email advertising.
TERMINATION A member may voluntarily terminate membership by notifying the member’s Playgroup Representative or the Vice President. The board may request termination of membership if member dues have not been paid on time.
GENERAL COURTESIES Parents are responsible for the well-being, safety and behavior of their child(ren) when attending playgroup and social functions. Do not attend playgroup or function when you or your child(ren) is ill. If a member is unable to attend a function she has committed to, the Coordinator or appropriate person should be notified prior to the event. Help and encourage your child(ren) to pick up toys when playgroup is over. New club functions should be brought to the board for consensus prior to development. The San Mateo Mothers Club is not intended to be used as a means for soliciting any goods or services. Please use the member referral. Members are not permitted to use the “San Mateo Mothers Club” name as an endorsement for their product or service. The member roster is for members’ use only.
MEETINGS DUES Membership dues are $42.00 per year, payable at the December general meeting. For new members, dues will be $42.00 if the member joins from January through June, $24.00 if the member joins from July through October, and $48.00 (includes the following year’s dues) if the member joins in November or December. Cash or check (payable to SMMC) along with renewal/new member application must be mailed or given directly to the Treasurer. Membership year is January to December. Members are unable to participate in any SMMC function, including but not limited to playgroups, outings, meetings, etc. unless dues are paid in full. Senior membership dues are $5.00 per calendar year, payable by December 31st for the following year. If a senior member joins after January, dues remain $5.00 for the remainder of the calendar year. The club, at a pre-announced meeting, shall decide any change in dues.
DECISION MAKING Decisions for the club are finalized at the board meetings by consensus. All members wishing to participate in making decisions for the club should attend board meetings. Ideas, suggestions and comments are welcomed and should be directed to the appropriate board member. Should a decision be necessary before the next board meeting, the President will contact the Vice President and two other rotating board members for a consensus.
DUTIES OF OFFICERS At least one board member from each position is expected to attend monthly board meetings. If unable to attend, notify the President prior to the meeting. Board members are responsible for finding replacements to fulfill their duties should they be unable to do so, whether on a short term/one time basis or if they’re not able to finish the term. Board members are expected to actively recruit their replacements toward the end of the term. Term of office is one year, January through December. Each board member is to inform the President of pertinent activities and agenda items prior to the board meeting. Each board member is to keep a notebook of all information pertinent to their respective positions, and review it, along with the job description, with their successor. The board position descriptions will be kept in a separate document, which may be amended at a board meeting with a 2/3 vote of attending board members.
CHANGE OF OFFICERS The President and Vice President shall serve one year. If more than one-person volunteers for either position, a general election shall be held. Members wishing to fill the positions should volunteer confidentially to the outgoing President. A secret ballot vote at the general meeting is held, and the person with a majority of the votes will be given the position. Members must be present to vote. The outgoing President and two non-board members tabulate votes. All other board positions shall be filled on a volunteer basis. Members wishing to fill a position should volunteer confidentially to the President. If more than one person volunteers for the same position, the President puts the names “in a hat” for random selection. If no one volunteers, the board may confidentially approach a member to accept the position. The following positions must be filled by one person: President, Vice President, Treasurer, Database Coordinator. Upcoming vacant positions will be announced in the newsletter two months prior to the vacancy. No member shall serve in the same position for more than two terms consecutively. At the end of each term, the position shall be “opened” and all names will be put “in a hat.” Any officer who cannot complete the term of office is requested to contact the President or Vice President thirty days prior, when possible.
AMENDMENT PROCEDURE These By-Laws may be amended by the affirmative vote of two-thirds of the members present at the general meeting by a show of hands. Any member wishing to amend these By-Laws will follow this procedure: Present a written proposal of amendment at a board meeting at least two weeks prior to a general meeting. The accepted amendment will be printed in the newsletter after the meeting. Members must be present to vote.
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