(Last amended September 18, 2005)
The Westside Club of Georgetown, Inc. is a private non-profit organization formed to provide a space where groups devoted primarily to the recovery of alcoholics and drug addicts, plus other family groups that relate to the illness of alcoholism and drug addiction, can meet; a place where people with drinking and drug problems can be helped; an educational center for alcoholics, problem drinkers, and drug addicts; and a social environment for recovering alcoholics and drug addicts. In addition, the Club is open to meetings of other 12-Step groups that agree to abide by the rules of anonymity of Alcoholics Anonymous (AA). The Club and its membership recognize and, as far as possible, subscribe to the principles of the fellowship of AA. The Club shall undertake such activities as are approved by its House Committee, the scope of which shall include the education of recovering alcoholics and drug addicts through literature, meetings, and other activities.
A. Membership in the West Side Club of Georgetown, Inc. (hereinafter referred to as “the Club”) is open to anyone with a desire to stop drinking or using drugs, and individuals with other addictions. It may include in its membership anyone else interested in recovery from alcoholism or drug addictions, including family members of problem drinkers, drug addicts, and those involved in other 12-Step programs.
B. Monthly dues will be assessed by the House Committee which will set up the amount to be paid. Any assessment by the House Committee will be effective for one year after approval and cannot be increased thereafter by more than twenty-five percent (25%) per year, without the approval of a majority of the participating membership.
C. The House Committee may establish categories of limited membership with lesser privileges and/or dues to accommodate special cases such as volunteer workers.
III. THE HOUSE COMMITTEE
A. In organization and conduct of business, the House Committee shall be guided by the current addition of Robert’s Rules of Order.
B. There shall be a Parliamentarian to ensure adherence to these Rules.
C. The House Committee shall be composed of 11 members in good standing elected as follows. Beginning with the elections in the fall of 2005, six (6) members shall be elected to serve a term of two years and five (5) members shall serve of one year. Persons running for office shall designate whether they are running for a one year or two year term. Thereafter, all terms shall be for a period of two years. No person shall serve more than two (2) consecutive terms. Members must have at least six (6) months of club membership in order to be a member of the House Committee. At the first duly constituted meeting after an election, the Committee shall elect a Chairperson and a Vice Chairperson.
D.The Chairperson shall preside at House Committee meetings and carry out the duties prescribed by these by-laws and by Robert’s Rules of Order. Vice Chairperson shall preside in meetings in the absence of the Chairperson.
E. Should there be a vacancy on the House Committee or among the officers, the House Committee may elect qualified Club members to serve the remainder of the term in office.
F. The House Committee will establish from that body, or the total membership, such standing and/or temporary committees as required. The House Committee Chairperson may nominate subcommittee Chairs subject to the approval by a majority of the House Committee.
G. Regular meetings of the House Committee shall be held once a month on a regular date, and are open to the general membership. Special Meetings, as required, may be called by the Chairperson and may be limited to House Committee members only. Actions taken by special meeting will be subject to review at the next regularly scheduled meeting of the House Committee.
H. At regularly scheduled and special meetings of the House Committee, five (5) members constitute a quorum for the conduct of business. In a House Committee meeting, a member of the House Committee may propose a secret ballot on any issue.
I.The Chairperson is given the privilege of conducting a poll of House Committee members, if deemed necessary. The affirmative vote of the majority of the House Committee members is sufficient authority to conduct business. The results of such a poll shall be reviewed at the next regularly scheduled House Committee meeting. When specific issues on an agenda have been announced in advance, members who will be absent may submit written proxies. Such written proxies shall be submitted to the Chairperson for the House Committee in advance.
J. The House Committee may, but is not required to, remove any officer or member who:
- (i) misses two (2) consecutive House Committee meetings without due cause; or
- (ii) becomes more than three (3) months in arrears of dues. Such action requires a majority vote of the House Committee. Any officer or member of the House Committee may be removed for cause upon a written motion of complaint signed by five (5) members of the House Committee, if such action is approved by a recorded vote of two-thirds (2/3) of House Committee Members.
K. The House Committee shall have the authority to engage the services of a Club Manager, and any other help necessary to perform the functions of the Club, to serve at the discretion of the House Committee.
L. The House Committee shall also appoint a Treasurer to perform the designated duties and responsibilities and a Recording Secretary to keep the minutes and prepare, maintain, and safeguard required records. The Recording Secretary may use lockable files in the Club offices for this purpose.
M. The hours of operation, up to twenty-four (24) hours a day, shall be set by the House Committee. N.The House Committee may regulate the use of the Club and establish rules of behavior for those using the Club. Club membership may be terminated by the House Committee for a violation of such rules, with a pro-rated refund of any dues already paid.
IV. CLUB MANAGER
A.The Club Manager shall oversee day-to-day operations and arrange and approve routine activities, except when such activity is sponsored by the House Committee. All checks will be signed by two (2) of the following five (5) persons: (1) Club Manager; (2) Chairperson; (3) Vice Chairperson; (4) Treasurer; or (5) a member of the House Committee designated by a majority vote of the House Committee.
B. The Club Manager shall exercise such an authority and responsibility as designated in the By-Laws and that which is delegated by the House Committee. Aside from routine items, all major defined expenditures shall have prior House Committee approval.
C. The Club Manager shall not be an officer of any group that regularly meets at the Club, nor be a member of the House Committee. The Club Manager shall demonstrate a level of management and conduct satisfactory to a majority of the House Committee.
D. Should the Club Manager’s dealings with any groups and members result in controversy, the House Committee shall intervene when necessary. Complaints regarding the Club Manager shall be lodged with the House Committee in writing.
E. The Club Manager shall, as well as possible, maintain day-to-day records of all moneys received and shall aid the Treasurer in preparation of monthly and annual financial reports.
F. The Club Manager, when on duty and as otherwise required, is the Overseer of the Club. In the absence of the Club Manager and/or any Assistant Manager(s) oversight authority may be temporarily delegated to an employee or desk volunteer.
G. Requirements and provisions of the By-Laws which apply to the Club Manager shall also apply to any Assistant Manager(s).
V. NOMINATIONS AND ELECTIONS
A. A Nominating Committee of no less that three (3) members shall be selected by the House Committee no later than the House Committee meeting in August. Names of the Nominating Committee shall be posted on the bulletin board of the Club at that time.
B. The Chairperson and members of the Nominating Committee must be members of the Club in good standing. A member in good standing for voting purpose shall be defined as a member who dues have been paid for the past three (3) consecutive months.
C. The Nominating Committee shall ensure that nominees are qualified under the By-Laws and shall ascertain the willingness of the nominees to serve on the House Committee. Members of the Nominating Committee are precluded from nominating themselves.
D. The Nominating Committee shall oversee the nominations list and shall ensure that the list is accessible to all qualified members by posting at the Club.
E. No later that the September House Committee meeting, the Nominating Committee shall deliver to the House Committee a validated list of nominees.
F. The Ballot, as presented to members for voting, shall be exactly as it was recorded at the House Committee meeting.
G. The House Committee shall select an Election Committee composed of no less than three (3) members whose functions are to certify the qualifications of voters, validate ballots for correctness, ensure a secret ballot, count votes and certify the outcome of the election, generally oversee the manner in which the election is held, and report the results of the election.
H.The Chairperson and members of the Election Committee must be members of the Club in good standing. One Member of the Elections Committee shall be members of the Membership Committee to assist in voter qualification. No member of the Nominating Committee shall sit on the Elections Committee, nor advise the Elections Committee within the same election year. The Elections Committee shall be appointed during the August House Committee meeting.
I. The entire slate of nominees and officers will be voted on by the membership at the Annual Election meeting of the general membership. The time and place of this meeting shall be announced one (1) month in advance. Any member may write in names at the time of voting.
J. A member in good standing may submit in writing to the Chair of the Elections Committee a vote by proxy.
K. The House Committee will assume office upon election and shall have a regular meeting each month.
L. The tie-breaking policy for House Committee Elections and Referendums is as follows:
(i) At-large members: Should there be a tie vote that would cause the members to exceed the prescribed number at any election, the House Committee members in office at the time of the election shall vote to break the tie. This vote may be taken by phone, e-mail, or at a meeting, or by combination thereof.
- (ii) Tie-breaking policy for House Committee Elections: The presiding person of the meeting shall not vote. Should a vote of the body present be a tie vote, then the presiding person shall cast the tie-breaking vote.
A. In general, all dues, donations, and contributions shall be delivered to the desk or the Club Manager and shall be properly recorded at the desk. The House Committee will determine what percentage of meeting contributions the groups are asked to pay to the club,
B. Groups normally meeting at the Club shall have access thirty (30) minutes before and after scheduled meetings.
C. Complaints regarding House Committee members, employees or desk volunteers shall be lodged with the House Committee. Only the House Committee may officially censure or curtail privileges of a House Committee member or the Club Manager and/or any Assistant Manager(s).
D. A copy of the By-Laws, and any Amendments thereto, of the West Side Club of Georgetown, Inc. shall be displayed at in the Club’s main room.
VII. RATIFICATION OF AMENDED BY-LAWS
A. Amendments to the By-Laws must be approved by a majority of the House Committee and ratified by two-thirds (2/3) of the members present and voting at a general meeting to be held thirty (30) days after the House Committee approval.
B. Notice of this meeting to ratify the By-Laws shall be mailed to all members.
VIII. RESPONSIBILITIES OF CLUB MEMBERS
A. Members, visitors, and guests shall recognize and adhere to the Club By-Laws.
IX.SOURCE OF FUNDS
A. The Club shall receive at least one third of its total support from fund raising activities, membership dues, and contributions made during public meetings held at the Club.
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