By-Laws
ARTICLE I - NAME
The name of this club shall be the Baytown A&M
Mothers' Club. (In membership with the Federation of Texas A&M
University Mothers' Clubs.)
ARTICLE II - OBJECTIVES
The objectives of this club shall be to serve our
students in an organized and direct manner with the same spirit with which
we serve them as individuals: to aid in the up building of Texas A&M
University: to foster a feeling of co-operation between the faculty,
students and members of the club. Said organization is organized
exclusively for charitable and educational purposes, including for such
purposes for the making of distributions to organizations that qualify as
exempt organizations under Section 501 (c) (3) of the internal Revenue
Code of 1954 (or the corresponding provision of any future United States
Internal Revenue Law).
ARTICLE III - MEMBERSHIP AND DUES
SECTION ONE: Active membership of this club shall
be comprised of mothers, stepmothers, and guardians of present, past, and
future students of Texas A&M University. An individual who is
not a mother, stepmother, or guardian of students or former students may
become an associate member with the same rights and privileges of an
active member.
SECTION TWO: The annual dues of this club shall
be set by the executive board, approved by the membership at the April
meeting, and payable upon enrollment of a member. This includes
payment of dues to the Federation of Texas A&M University Mothers'
Clubs.
SECTION THREE: A member whose dues are not paid
two months prior to the annual meeting shall not be allowed to vote.
SECTION FOUR: A Honorary Life Member shall be
entitled to full privileges of the right to hold office.
ARTICLE IV - MEETINGS
SECTION ONE: Regular business meetings shall be
held the first Thursday of each month. Twenty-five percent of the
membership shall constitute a quorum.
SECTION TWO: Additional meetings may be held at
the discretion of the President. Changes may be made when dates
conflict.
SECTION THREE: The regular meeting in May shall
be the annual meeting at which time reports may be read or filed with the
Secretary.
SECTION FOUR: The executive board shall meet no
less than three times during each administration.
ARTICLE V - OFFICERS
SECTION ONE: The officers of this club shall be
president, first vice-president, second vice-president, third
vice-president, fourth vice-president, secretary, treasurer, and
parliamentarian, elected for a term of one year. They shall assume
the duties of office at the annual meeting in May immediately following
the installation.
SECTION TWO: The retiring president shall serve
as vice president-at-large.
SECTION THREE: In the event of a vacancy in any
office or chairmanship, the position shall be filled by the executive
board and approved by the membership at the next regular meeting of the
club.
SECTION FOUR: No officer shall serve in the same
capacity for more than two consecutive years.
SECTION FIVE: Any officer or committee chairman
who is absent two meetings without a valid excuse shall be replaced.
ARTICLE VI - DUTIES OF OFFICERS
SECTION ONE: President shall preside at all
meetings of the club; shall have general supervision over the affairs of
the club; shall appoint all chairman, and shall perform such other duties
pertaining to the office.
SECTION TWO: The vice-president shall preside in
the absence of the president, in order named, and shall perform such
duties as are necessary in her absence.
A. The Vice-President-at-large shall fill any
vacancy occurring on the executive board until such vacancy is filled by
the board, and approved by the membership at the next meeting of the
club.
B. The First Vice-President (Membership Chairman) shall be
responsible for increasing membership and inner club communications
concerning meetings and upcoming events. If needed, she may appoint a
committee and serve as its chairman. She also secures from the
University the names of all students from Baytown, Anahuac, Mont Belvieu
and Highlands. She will be responsible for compiling the list of
graduating seniors and their class. She shall assume the duties of
President the next year.
C. The Second Vice-President shall make
arrangements for the programs for the club.
D. The Third Vice-President shall plan and
arrange for the club's fund raising activities. If desired, she
may appoint a fund-raising committee and serve as its chairman.
E. The Fourth Vice-President shall collect all
information for the yearbook and print the yearbook.
SECTION THREE: The Secretary shall take and keep
minutes of the meetings of the club and of its executive board; shall
maintain a roll of members; shall read all communications of the club as
directed by the president or executive board; shall prepare all letters
for the signature of the president, together with a copy for the
president's file; shall maintain a file of correspondence.
SECTION FOUR: The Treasurer shall receive and
deposit all club funds; shall serve as chairman of the Budget Committee;
shall pay all items budgeted and bills for unbudgeted items approved by
the executive board and then the membership; shall sign checks for
disbursement of funds of the club, securing the counter signature of the
President or First Vice-President as directed by the executive board;
shall keep a balance sheet and give a financial report at each meeting of
the executive board and at each club meeting. she shall deliver the
audited books to her successor as soon as possible and no later than June
first.
SECTION FIVE: The Parliamentarian shall be
responsible to see that parliamentary law prevails and is used
effectively.
ARTICLE VII - STANDING COMMITTEE CHAIRMAN
SECTION ONE: The President shall appoint the
chairman of the following committees: Courtesy, Historian, Publicity,
Social, and Special Projects. They shall be members of the Executive
Board.
ARTICLES VIII - DUTIES OF STANDING COMMITTEE CHAIRMEN
SECTION ONE: The Courtesy Chairman shall be in
charge of sending cards or condolences to ill and bereaved club members
or their A&M student. It is the responsibility of each member to inform
the Courtesy Chairman or President of illness or hospital starys among
the club members. When notified, she shall also send an appropriate
card to students for birthdays, illness, or achievements.
SECTION TWO: The Historian shall prepare and keep a
scrapbook which shall be presented to the president at the end of the
year.
SECTION THREE: The Publicity Chairman shall arrange for
all publicity to be published in the newspaper and in other publications.
SECTION FOUR: The Social Chairman shall arrange for all
social activities and shall appoint the social committee.
SECTION FIVE: The Special Projects Chairman shall
oversee the gathering and distributing to our students the four yearly
projects; Halloween; fall semester dead week; Valentine's Day; spring
semester dead week. She shall select any members for assistance.
ARTICLE IX - DUTIES OF SPECIAL COMMITTEES
SECTION ONE: A Nominating Committee of three
members shall be appointed by the president at the February meeting.
It shall meet and select one or more nominees for each office and shall
report at the March meeting at which time the officers will be elected.
Additional nominations may be made from the floor. No member shall
be eligible to serve on this committee two years in succession.
SECTION TWO: A Scholarship Committee of three
members shall be appointed by the president at the November meeting.
They shall select the high school scholarship recipient to be presented
at the annual meeting in May. No member shall be eligible to serve on
this committee two years in succession.
SECTION THREE: A Budget Committee shall prepare
the budget for the ensuing year and will be comprised of the incoming
treasurer as chairman. The incoming president, and the incoming
first vice president. The club budget shall be approved by the
executive board and then by the club membership.
SECTION FOUR: An Audit Committee of three members shall
be appointed by the president at the April meeting. They shall audit
the books as soon as possible after the annual meeting in May in order for
the treasurer to deliver them to her successor by June first.
ARTICLE X - ELECTIONS
SECTION ONE: Officers shall be elected the regular
meeting in March and shall assume the duties of office at the regular
meeting in May immediately following installation.
SECTION TWO: Voting shall be limited to officers and
members of good standing who dues have been paid two months prior to
election.
ARTICLE XI - EXECUTIVE BOARD
SECTION ONE: The executive board shall be composed of
officers, chairmen of standing committees and any members elected to the
Federation. Eight members shall constitute a quorum. The
executive board shall hold at least three or more meetings during the
year.
ARTICLE XII - DELEGATES TO FEDERATION MEETINGS
The delegates to the Federation meetings shall consist
of three representatives: The president and two elected members for a club
with a membership of one hundred or less and one extra delegate for each
additional fifty members.
ARTICLE XIII - DISSOLUTION
Upon the dissolution of the organization, the Executive
Board shall, after paying or making provisions for the payment of all of
the liabilities of the organization, dispose of all of the assets of the
organization exclusively for the purpose of the organization in such
manner, or to such organization organized and operated exclusively for
charitable and educational purposes as shall at the time qualify as an
exempt organization or organizations under Section 501(c)(3) the Internal
Revenue Code of 1954 (or the corresponding provision of any future United
States Internal Revenue Law), as the Executive Board shall determine.
Any such assets not so disposed of shall be disposed by the District Court
in the county in which the principal office of the organization is
located, exclusively for such purposes or such organization or
organizations, as said Court shall determine, which are organized and
operated exclusively for such purposes.
ARTICLE XIV - PARLIAMENTARY AUTHORITY
SECTION ONE: Robert's Rules of order, Newly Revised
shall govern the club in all cases in which they are applicable and in
which they are not in conflict with the bylaws of this organization.
ARTICLE XV - AMENDMENTS
Bylaws of this club may be amended at any regular
meeting by a two-thirds vote of the members present, provided notice in
writing of the proposed amendments has been filed with the secretary and
read at a previous meeting.
ARTICLE XVI - RESTRICTION CLAUSE
No part of the net earnings of the organization shall
inure to the benefit of, or be distributable to its members, trustees,
officers, or other private persons, except that the organization shall be
authorized and empowered to pay reasonable compensation for services
rendered and to make payments and distributions in furtherance of the
purpose set forth in these articles. No substantial part of the activities
of the organization shall be the carrying on of propaganda, or otherwise
attempting to influence legislation, and the organization shall not
participate in or intervene in (including the publishing or distribution
of statements) any political campaign on behalf of any candidate for
public office. Notwithstanding any other provision of these
articles, the organization shall not carry on any activities not permitted
to be carried on (a) by the organization exempt from federal income tax
under Section 501(c)(3) of the Internal Revenue Code of 1954 (or the
corresponding provision of any future United States Internal Revenue Law)
or (b) an organization, contributions to which are deductible under
Section 170(c)(2) of the Internal Revenue Code of 1954 (or the
corresponding provision of any future United States Revenue Law)
Revised April 9, 2008
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