Northeast Ohio Mothers of Multiples Club By-laws
Northeast Ohio Mothers of Multiples Club By-laws
ARTICLE I: NAME AND OBJECTIVE
Sec. 1 The name of this organization shall be the Northeast Ohio Mothers of Multiples Club.
Sec. 2 Its object shall be to promote interest in and supply information about twins and other multiples. It shall concern itself with problems of city, state and country, and help with forming new clubs for mothers of twins and multiples. This organization shall be for social as well as civic purposes.
Sec. 3 Northeast Ohio Mothers of Multiples Club, formerly known as Northeast Ohio Mothers of Twins Club, was founded as Lake County MOTC in October of 1964.
Sec. 4 This organization affiliated with Ohio State Federation on April 25th, 1965.
Sec. 5 This organization is organized solely for charitable, religious, scientific, and educational purposes, including, for such purposes, the distributions to organizations that qualify as exempt organizations under Section 501(c)(3) of the Internal Revenue Code.
Sec. 6 No part of the net earnings of the organization shall insure to the benefit of, to be distributable to its members, trustees, officers, or other private persons, except that the organization shall be authorized to reimburse reasonable expenses incurred in the furtherance of the purposes stated in Section 5 above.
Sec. 7 The organization may NOT carry on propaganda, nor attempt to influence legislation, nor participate in or intervene in any political campaign on behalf of or in opposition to any candidate for public office.
Sec. 8 This organization may NOT carry on any activity prohibited by a corporation exempt from federal income tax under Section 501(c )(3) of the Internal Revenue Code or that are not in furtherance of the purpose of this organization.
Sec. 9 Upon dissolution of this organization, any remaining assets shall be distributed for one or more exempt purposes within the meaning of Section 501(c )(3) of the Internal Revenue Code, or to the federal government or state or local government for a public purpose.
ARTICLE II: DUTIES OF OFFICERS
Sec. 1 The PRESIDENT shall be the presiding officer at all meetings. She shall be an ex officio member of all committees with the exception of the Nomination Committee. She shall represent her club in an official capacity, and have such usual powers of supervision and management as may pertain to the office of President, or shall be assigned to her by the Executive Board. She and her committee shall review the By-laws, report to the membership any necessary changes, and coordinate the proposed changes for Members in Good Standing* to review and vote on. She shall also be responsible for conducting the board meetings (in August and March) with both the officers and the committee chairpersons. She shall be responsible for the State Recognition Report and shall act as a state liaison.
Sec. 2 The FIRST VICE PRESIDENT shall, in the absence of the President, assume the powers to perform all the duties of the President. It shall be her duty to plan and obtain entertainment or speakers for each regularly scheduled meeting, including programs on mental health, twins or multiples and Ohio Federation MOTC.
Sec. 3 The SECOND VICE-PRESIDENT shall seek new members, and welcome and introduce them at their first meeting. She is also responsible for name tags and correspondence to new mothers of multiples. She shall be responsible for contacting the Treasurer, Newsletter and Rescue 911 Chairpersons about prospective members. She shall establish a committee of current members in good standing* to act as welcoming liaisons for prospective members. She shall be responsible for updating the membership book to be turned into Ohio Federation MOTC at the October Board Meeting and updating website content. She shall also be responsible for a condensed listing of current members (names, addresses and telephone numbers) to be distributed at the November and March meetings.
Sec. 4 The SECRETARY shall take minutes of all club meetings and Executive Board Meetings, keep all correspondence on file. She shall write letters of thanks to all speakers, immediately following their participation.
Sec. 5 The TREASURER shall collect money due the club and make timely deposits to the club's bank accounts. She shall prepare monthly bank reconciliations upon receipt of the bank statement and resolve any discrepancies immediately. She shall pay only those expenses for which funds have been allocated and/or the proper voucher with approvals have been submitted. She shall pay annual dues to OFMOTC by February 1st and the Club-authorized (budgeted) donation to OFMOTC by April 1st. The Treasurer shall work with the President to formulate a budget to be presented at the August Executive Board Meeting for approval. She shall be the head of the Budget Committee, post accounts to a ledger, prepare a complete financial statement and provide a budgeted and actual expenditure statement. She shall present to the membership a proposed budget at the September meeting for a vote. The Treasurer shall have the account balances available at each monthly meeting for review.
Sec. 6 The IMMEDIATE PAST PRESIDENT shall prepare the State Recognition Report and submit it to OFMOTC by April 1st. She shall be responsible for arranging the Installation Program in June. She shall (along with the President and the By-law Committee) review the By-laws, and report to the membership any necessary changes. She shall become an advisor to the Executive Board. She shall be responsible for all voting (excluding Mother of the Year). She shall have a slate of nominees for all offices at the April meeting as described in Article III, Sec. 3, 7, & 9, to be voted on at the May meeting. Nominations may be taken from the floor at that time. If warranted, she shall chair the Nominating Committee and with two other members in good standing* and shall be responsible for handing out resume forms to the nominees of all offices.
Sec. 7 Each outgoing Officer will turn over materials to the incoming Officer and assist in the transition of that Officer.
ARTICLE III: NOMINATIONS AND ELECTIONS
Sec. 1 If more than one candidate for the position exists, then the Immediate Past President will form a nominating committee consisting of the Immediate Past President and two (2) members in good standing* who have attended two (2) current meetings and one (1) club function prior to the April meeting. The two members shall be chosen by both the current and Past President. This committee shall present at the April meeting a slate of two (2) nominees, where possible, for each office to be voted on in May and to be installed at the June Installation Dinner. Each nominee shall submit a resume. They shall assume duties in June.
Sec. 2 The Immediate Past President shall request nominations at the March and April meetings and in the newsletters. She will solicit other members to fill the ballot as she deems appropriate.
Sec. 3 No person shall hold the same office for more than two (2) consecutive years. In extenuating circumstances and as approved by a majority vote at a club meeting, a person may hold the same office for a maximum of three (3) consecutive years.
Sec. 4 Members shall be free to nominate from the floor at the time of the annual election in May. Any member in good standing* may be nominated for an office, provided the nominee has been previously contacted. Nominees for President and Vice President see Section 7.
Sec. 5 A majority vote of the quorum** is required to elect the various officers.
Sec. 6 Any member in good standing* shall be permitted to vote by absentee ballot, provided she has notified the Immediate Past President before the May meeting.
Sec. 7 A nominee for President or 1st Vice President shall be a member in good standing* for a minimum of three (3) consecutive years prior to serving in that capacity. The nominee shall have also served as an officer for a minimum of one (1) year, and a chairperson for a minimum of one (1) year. In extenuating circumstances and as approved by a majority vote at a club meeting, these requirements may be waived for a nominee.
Sec. 8 It shall be the responsibility of the Immediate Past President to provide and count the ballots at the May meeting.
ARTICLE IV: DUES AND FINANCES
Sec. 1 The Budget Committee will be responsible for reviewing the club's finances at year end and determining a budget for the upcoming club year.
Sec. 2 The Budget Committee will consist of the Treasurer, President, and one or two other members chosen by the President. If it is the first term for the President and/or Treasurer the committee should include the person(s) who previously held the position(s).
Sec. 3 The Budget Committee will solicit budget requests from the various chairpersons for the upcoming club year in June.
Sec. 4 The Budget Committee will do its best to accommodate budget requests, but must consider the financial health to the entire club when making its budget assignments.
Sec. 5 The Budget Committee will recommend to the Board, at the August meeting, the amount of dues to be charged for the upcoming club year. The Board will approve this amount, along with the rest of the annual budget recommended by the Budget Committee, after a discussion. In the spring the Budget Committee will review and adjust the current budget.
Sec. 6 The club shall pay for registration and a hotel room for members to attend the State Board Meeting. The club shall pay for its members to attend the State Convention including registration, photo, hotel room, and advertisement. Funds are appropriated before registration has been submitted to OFMOTC.
Sec. 7 Non-members may attend club paid functions at their own expense.
Sec. 8 The fiscal year shall run from July 1st to June 30th.
Sec. 9 At the September meeting, the membership shall review and vote on the budget.
ARTICLE V: BOARD MEETINGS
Sec. 1 The elected Officers and Immediate Past President shall constitute the Executive Board. The elected Officers, Chairpersons of the Committees and the Immediate Past President shall constitute the Board.
Sec. 2 The Executive Board shall make recommendations and conduct such business as deemed necessary for the best interests of the club, and fill any vacancies in any office.
Sec. 3 The meeting of the Executive Board shall be held in August and/or when the President designates. When needed, the President shall have an Executive Board Meeting.
Sec. 4 The Immediate Past President shall become advisor to serve on the Executive Board.
ARTICLE VI: COMMITTEES AND THEIR DUTIES
Sec. 1 The following committee chairpersons shall be appointed by the newly-elected President, and will assume duties at the Installation Dinner. The outgoing chairperson shall exchange all pertinent materials to the incoming chairperson and assist in the transition of duties.
A. ADULT SOCIALS: The chairperson shall choose times and places for get-togethers for the club and inform members and make reservations if necessary.
B. MOM'S CUPBOARD: She shall choose a family from our area or a family in the club that is in need during the holidays or during a time of crisis. She shall ask members to donate non-perishable items and money to assist those families in need. She is responsible for delivering donated items to those families.
C. CHILDREN'S SOCIALS: The chairperson shall arrange 2 holiday parties or activities for the children. This is to include the food, drink, and any entertainment to be supplied
D. FAMILY PICNIC: The chairperson shall arrange 1 family picnic. This is to include the food, drink, and any entertainment to be supplied.
E. CLOTHING SALE: The chairperson(s) shall be responsible for setting a time and arrange for a place to hold our annual Kid's Stuff Sale (usually held in September and May). She shall seek out members who would like to participate in the sale. If there is space available after all members have been given a chance to participate, the chairperson shall seek out non-members who would like to participate. She shall advertise the sale to the general public.
F. HISTORIAN: The chairperson shall compile and keep a record of the Northeast Ohio Mothers of Multiples Club in a permanent record. She shall have authority to take pictures, and shall have the authority to appoint someone in her absence to take any pictures of any social or civil activity of which the club participates. She shall notify the membership of how they can view the record.
G. HOSPITALITY: The chairperson shall ensure that there are refreshments and paper products at all meetings (having volunteers sign up to bring refreshments, ice and paper products). She shall also provide the Newsletter Chairperson with a list of volunteers (who have signed up for that month's refreshments) to be printed in the newsletter each month.
H. INSTALLATION DINNER: The chairperson shall be responsible for arranging the Installation Dinner. It may be held in any member's home or a restaurant. This shall be discussed with the membership. The chairperson shall work with the Immediate Past President who is in charge of the Installation Program.
I. MAKE-IT, BAKE-IT, GROW-IT AUCTION: The chairperson shall work with the 1st VP in organizing the December meeting. They shall arrange for a place to hold the event. She shall make arrangements for any reservations and purchase any food needed. She shall arrange for members to bring appetizers and desserts. She shall include directions to the event in the November newsletter. She shall work with the host to secure any necessary arrangements for setting up and cleaning up.
J. MOM'S NIGHT OUT: The chairperson shall be responsible for making arrangements at the hotel of her choice for an overnight stay. If the membership agrees, the outing does not have to be overnight event. She shall also arrange for members to bring any food or beverages needed.
K. MOTHER OF THE YEAR: The immediate Past MOY shall compile resumes for the Mother of the Year candidates after considering their qualifications as determined in Article X. She shall be responsible for all secret ballots which will be handed out in February. The new MOY will be crowned in March. Her committee consists of past MOY's.
L. NEWSLETTER: The chairperson shall compile information about upcoming events, club articles, and President's notes in the form of a newsletter, and send it to members and prospective new members each month. She shall be responsible for writing an article for “Twinsformation,” about four times a year, including an announcement of our Mother of the Year. She shall be in contact with the Treasurer and 2nd Vice President to ensure a current mailing list of members and prospective members.
M. PUBLICITY: The chairperson shall be in charge of advertising the club to the community and assist the 2nd Vice President with recruiting new members. She shall publish the meeting notice in local newspapers. The activities can also include assisting the 2nd Vice President with website content updates, publishing newspaper advertisements, flyers to local businesses and organizations, letters to local doctors, participation in local parades and other activities intended to increase awareness of and membership in the club. If the club participates in a parade, she shall contact the various communities for parade information, relay the information to the membership and coordinate decorating floats or trucks when available.
N. PLAYGROUP: The chairperson shall contact mothers of young children in the club about where and when they will be getting together. Costs of all events are the responsibility of the member.
O. RESCUE 911: The chairperson shall be responsible for assigning a new mom to a mom whose twins are a little older, trying to match moms in the same area or twins gender. The service is sometimes offered to non-members as a sign of support. The mom with older twins should make regular contact with the new mom.
P. SECRET SISTER: The chairperson shall be responsible for handing out the Secret Sister forms at the May meeting and arranging for Secret Sisters to be picked at the June Installation Dinner. Also, if anyone needs help getting things from one Secret Sister to another she shall help when possible. If members are interested, the chairperson shall also coordinate the Twisted Sister card exchange program. In this program, members send cards monthly to their designated Twisted Sister. She shall follow the same procedures and timeline as the Secret Sister program.
Q. SUNSHINE: The chairperson shall send cards to sick members or flowers/gift to hospitalized members or their children. Flowers or a donation should be sent to members who have had a death in their immediate family. If a member has had a baby, the chairperson shall purchase a gift for the baby.
R. TELEPHONE: The chairperson/committee shall inform members of any changes that occur that cannot be put in the newsletter because of time limitations. The chairperson shall establish a phone tree.
S. WAYS AND MEANS: The chairperson shall be in charge of the annual fundraiser(s) for the club.
ARTICLE VII: STATE BOARD MEETINGS AND CONVENTIONS
Sec. 1 If the President is able to attend the Board Meeting and/or conventions, she should be an automatic delegate, along with the other elected Club Officers. The chairpersons will be given first consideration to be delegates before the general membership.
Sec. 2 Those wishing to attend should submit their names to the President at the meeting preceding the Board Meeting and/or Convention. (September, March, and May).
ARTICLE VIII: AMENDMENTS
Sec. 1 By-laws and resolutions may be adopted, amended or repealed at any regular meeting by a majority vote. The amendments must be announced in the newsletter prior to the meeting.
Sec. 2 By-laws and resolutions shall be reviewed and revised every three (3) years.
ARTICLE IX: DEFINITIONS
Sec. 1 * MEMBER IN GOOD STANDING (MIGS): To be a member in good standing dues must be paid by the October meeting and two (2) club meetings and one (1) club function prior to voting must be attended. She must also be a member for one (1) calendar year.
Sec. 2 ** QUORUM: A quorum is 1/3 of the members in good standing.
ARTICLE X: MOTHER OF THE YEAR (MOY)
Sec. 1 In addition to the qualifications set down by the OFMOTC for Mothers of the Year, the Northeast Ohio Mothers of Multiples Club will also consider the following when determining MOY candidates:
a) A candidate must have been a member of the NEOMOMC for at least three (3) years and active on committee(s) for at least (2) years before she will be considered a MOY candidate.
b) She must be a Member in Good Standing* in the year of her candidacy.
c) Past NEOMOMC MOY's are disqualified from consideration.
Sec. 2 The MOY Chairperson and/or MOY committee will narrow the field of candidates to no more than 15% of the club members.
Sec. 3 MOY voting will take place in February.
Sec. 4 The MOY will be honored at the March meeting.
Sec. 5 To be eligible to vote for MOY, a member must be a MIGS and have been a member for one (1) calendar year before the election.
ARTICLE XI: LIFE TIME MEMBER
Sec. 1 To be designated as a Life Time Member, the member must have been a member in good standing* for 25 years, and must have been an officer.
Sec. 2 For voting privileges, a LTM must be a MIGS that year.
Sec. 3 A Life Time Member will have her dues paid by the club.
NOTES:
Revised by the Legislation Committee of 1994-95 (Pam Epler-Brooks, Linda Hegret, Carol Silvi, Brenda Stamford, and Sue Riley); the Legislation Committee of 1996-97 (Pam Epler-Brooks, Doreen Cogar and Sue Riley). Presented to the General Membership and accepted by majority vote on September 3, 1996.
Incorporated OFMOTC Articles of Association (Article I Sec. 5-9) as discussed at Nov. 3,
1998 NEOMOMC Executive Board Meeting.
Revised Article III, Section 4 and performed periodic review. Presented to the General Membership and accepted by majority vote on September 5, 2000.
Revised Article III, Section 8. Presented to the General Membership and accepted by majority vote on May 3, 2005.
Revised by the Legislation Committee of 2009-10 (Kim Kidd, Jan Shutic, Sharon Gravius, Donna Haviland, Anne Rex-Torzok, and Kathy Horner). Presented to the General Membership and accepted by majority vote on October 6, 2009.
