The Bryn Mawr Club of Chicago Constitution and Bylaws

Proposed restatement June 2019

Approved June 29, 2019

ARTICLE I: Name

The name of this club shall be The Bryn Mawr Club of Chicago.

ARTICLE II: Purpose

The purpose of this club shall be to meet the current and evolving needs of Chicago-area Bryn Mawr College alumnae, to create networks and relationships among local alumnae, and to provide networking and social opportunities that foster a spirit of camaraderie and connectedness to each other and to Bryn Mawr College.

ARTICLE III: Membership

Any graduate of Bryn Mawr College or anyone who has attended Bryn Mawr College for a minimum of one semester is eligible for membership. Membership shall be defined by payment of annual dues.  Members shall be entitled to benefits to be determined periodically by the Board of Directors.  There shall be two categories of membership: Regular and Sustaining.

ARTICLE IV: Dues

The amount of dues shall be determined periodically by the Board of Directors.  Dues for the ensuing year shall be payable on a calendar year basis and are not prorated. Dues fund club events and other activities as approved by the board.

ARTICLE V:  Officers and Board of Directors

Section 1:  The officers of this club shall be:

President (s)

Vice-President(s)

Secretary

Treasurer

Section 2:  Up to ten members-at-large may serve

Section 3:  The Nominating Chair is an appointed position of the Board but need not be a voting member of the board.   A current Board member may serve as Nominating Chair and, in that case, would retain all voting rights as a Board member.

Section 4:  Ex-officio members of the Board include:

  • Positions appointed by the College such as Admissions Representative
  • Alumnae Association appointments and any directors of the Alumnae Association of the College and directors of the College who would otherwise be member of the club.

Section 5:  Other possible positions that may be filled by persons not serving as board members:

  • Seven Sisters Representative: To represent the interests of the club in any Seven Sisters activity
  • GOLD Representative: Represents GOLD (Graduates Of the Last Decade) alumnae at board meetings.
  • Social Media Representative: Manages social media accounts of the club.
  • Other representatives or committee chairs as appointed by the president.

Section 6:  The Board of Directors shall have power to transact business between the regular meetings of the Club.

Section 7:  The duties of Club officers and committees are included in Appendix I of this document.

Section 8:  The fiscal year of the Club shall be June 1-May 31.  The books shall be reviewed annually by the president(s) and another board member and/or a trustworthy business person approved by the Board.  The Treasurer shall be responsible for submitting an annual financial statement to the Alumnae Association at the close of every fiscal year.

ARTICLE VI:  Meetings

Section 1:  The annual meeting of the Club shall be held once a year.  This is a general meeting of the Club.

Section 2:  The Board of Directors shall meet as often as necessary to transact the business of the Club, a minimum of two meetings per year, possibly virtually.

Section 3:  Meetings of the Club and of the Board of Directors shall be held at the call of the President(s) or upon the written request of three members of the Board of Directors.

ARTICLE VII:  Quorums and Voting

Ten members in good standing shall constitute a quorum at all meetings of the Club. Five members of the Board of Directors shall constitute a quorum of the Board.

ARTICLE VIII:  Nominations and Elections

Section 1:  Officers of the Club shall be elected for terms of two years and are eligible for re-election.

Section 2:  Members-at-large of the Board of Directors of the Club shall be elected for terms of three years and are eligible for re-election.  Up to ten Members-at-large may serve at any one time.

Section 3:  The Nominating Committee may consist of up to three members: a chair, and two additional members who the chair shall appoint to serve with her. The Nominating Committee shall prepare a slate of officers and directors to replace those whose terms are expiring or can no longer serve.  The Nominating Committee shall present the slate for election at the annual meeting of the Club.

ARTICLE IX:  Amendments

The Constitution and By-laws may be amended at any meeting of the Club at which at least ten Club members are present, if approved by a two-thirds vote of the members present and voting, provided that previous notice of proposed amendments has been made available to all members of the Club.  Such amendments must first be approved by the Board of Directors.

ARTICLE X:  Parliamentary Authority

Except as otherwise provided in the Articles of Incorporation or in these By-laws, Roberts Rules of Order, Revised shall be the parliamentary of this organization.

APPENDIX I: Job Responsibilities for Board Members and Committees

The President(s) duties are as follows:

  1. To perform all duties usually pertaining to her office and to preside at all meetings of the Club and of the board of Directors.
  2. To organize the content and substance of the annual meeting.
  3. To serve as ex officio member of all committees, except Nominating Committee.
  4. To fill all mid-year vacancies of officers or any positions for which nominations have not been confirmed.
  5. To appoint members-at-large to committees or other assignments as needed.
  6. To serve as primary liaison to the Alumnae Association and represent the Chicago club in the region, at Alumnae Council, and other national efforts.
  7. To author a membership letter each year.
  8. To maintain records of board members’ terms of office and to send by-laws and Board roster to all board members and to any Club members who request them.
  9. To advise the Executive Secretary of the Alumnae Association of the new officers elected at the Annual Meeting of the Club within two weeks of the meeting and any other officer changes throughout the year as soon as possible.
  10. To be custodian of all legal papers and minutes of the organization.
  11. To review the financial books of the Club each year, in concert with another board member and/or trustworthy businessperson approved by the Board.
  12. To keep notes on methods of work and to prepare successors for the responsibilities of the office.

The Vice-President(s) duties are as follows:

  1. To assist the President(s) in the performance of her duties. To represent the President(s) if she is unable to fulfill any of her assigned tasks.
  2. To provide leadership for the planning of an annual calendar of events.
  3. To keep notes on methods of work and to prepare successors for the responsibilities of the office.

The Secretary’s duties are as follows:

  1. To keep minutes of all meetings of the Club and the Board of Directors and to furnish all Board members with copies of such minutes as soon as possible after each meeting.
  2. To provide notes of other meetings and undertake correspondence as directed by Board President(s).
  3. To keep notes on methods of work and to prepare successors for the responsibilities of the office.

The Treasurer’s duties are as follows:

  1. To serve as custodian of all Club funds, pay all bills for legitimate expenses of the Club, keep accounts of all receipts and expenditures of the Club, and present a report at all meetings of the Board of Directors and at the Annual Meeting of the Club.
  2. To receive, process, record, and acknowledge dues from Club members.
  3. To send an annual financial statement to the Alumnae Association at the close of every fiscal year.
  4. To keep notes on methods of work and to prepare successors for the responsibilities of the office.

The Nominating Chair’s duties are as follows:

  1. To select up to two additional members of the Nominating Committee.
  2. To convene the Nominating Committee in advance of the Annual Meeting to prepare a slate of officers and directors, and nominating chair, to replace those whose terms have expired or can no longer serve. The slate shall be presented at the Annual Meeting.

Board member-at-large duties are as follows:

  1. To help the officers of the Club on various projects as requested. Every member-at-large is expected to take on particular assignments or responsibilities as assigned by the President or another officer.
%d bloggers like this:
search previous next tag category expand menu location phone mail time cart zoom edit close