Pueblo Newcomers Bylaws
PUEBLO
NEWCOMERS CLUB
BY-LAWS
Revised
8-5-2025
The name of this organization is the Pueblo Newcomers
Club. Membership is not exclusive to
the City or County of Pueblo.
Article II:
Purpose
The purpose of this organization is to encourage,
promote, and extend friendship and goodwill within Newcomers and our
communities.
Article III:
Meetings and Membership
Note: In
this document when a female gender is used it includes both male and female club
members.
Section 1:
The fiscal year of this organization is August 1st through
July 31st. Unless printed
otherwise in the Yearbook or announced a month in advance, there is one general
meeting per month within that time frame, and it is held the 1st
Tuesday of each month from August through June.
There is no general meeting in January or July.
Section 2:
Membership in this organization is extended to any interested adult.
A prospective member or guest may attend a maximum of two (2) general
meetings and one (1) satellite group in a fiscal year. Payment of dues is
required before attending further meetings or satellite groups that fiscal year.
Only members and their guest(s) are eligible to attend any special
activity of the Club.
Article IV:
Officers and Duties
Section 1: The
elective officers of this Club are
President, Vice President,
Secretary, Treasurer, and Assistant Treasurer.
The President appoints the Parliamentarian/By-Laws Chairperson.
Section 2: Nominees
for President must be members in good standing and have served on the Executive
Board for one (1) full year prior to assuming office.
Nominees for Treasurer and Assistant
Treasurer must be members in good standing for one (1) full year prior to
assuming office. Nominees for Vice
President and Secretary must be members in good standing prior to assuming
office.
Section 3:
The President (when at
all possible) presides at all general and board meetings.
She calls and presides over any special meetings deemed necessary.
She appoints all Special Chairpersons and Satellite Group Chairpersons.
She appoints any Ad Hoc Committees she deems necessary.
She serves as ex-officio member on all committees except the Nominating
Committee. At the March general
meeting she appoints the Nominating Committee (see Article V Section 1).
At the May general meeting she appoints the Audit/Review Committee for
the Treasurer’s records (see Article VIII Section 1 Audit/Review Committee).
At the May general meeting she appoints the Budget Committee (see Article
VIII Section 2). She and the
President Elect choose the Installing Officer for the next year’s officers.
Note:
It is suggested that soon after her election in May she appoints her
Program Chairperson in order to give her ample time to secure interesting
programs for the year and get the information to the Yearbook Chairperson by
July 1.
Note:
It is suggested that soon after her election in May she appoints her
Yearbook Chairperson in order to give her ample time to assemble and print the
Yearbook.
Section 4:
The Vice President performs
the duties of the President in her absence or at her request.
She serves as Membership Chairperson.
As Membership Chairperson she serves as hostess to visitors, gives
visitor’s forms to guests, helps them find seats, and introduces them to the
Membership during the meeting. She
contacts past guests and invites them to become members.
She keeps an information file on all members.
She is responsible for the preparation and display of sign-up sheets for
the Satellite Groups, and at the end of the general meeting she collects any
that were not taken by the Chairperson of that group and coordinates those with
the Chairperson. At the April
through June (unless filled sooner) general meetings she provides sign-up sheets
for table callers, ticket takers, and invocations for the following fiscal year.
She provides this information to the Yearbook Chairperson for inclusion
in the Yearbook.
Section 5:
The Secretary records and
files the minutes of the Board and Special Meetings.
She provides a copy of the minutes to the President and the
Parliamentarian. She conducts the
general correspondence of the organization.
Section 6:
The Treasurer collects
lunch monies and issues lunch tickets.
She makes disbursements as directed by the budget and/or as directed by
the Executive Board per Article VII.
She keeps an account of all receipts and disbursements and gives a report at
each board meeting. She makes
deposits in a timely manner.
In the absence of the
Treasurer, the Assistance Treasure shall perform the duties of Treasurer.
She will collect monies as appropriate and see that monies are deposited
as appropriate.
She serves as Budget Chairman
(see Article VIII Section 2).
Section 7:
The Assistant Treasurer
assumes the duties of the Treasurer in the absence of the Treasurer.
She is authorized to sign and disperse checks.
She collects all dues and issues a dated receipt with member’s name,
birthday (year not necessary), address, phone number, and spouses name if the
member would like it published in the Yearbook.
She maintains a list of all members, when they paid, and any other
pertinent information. The Yearbook
listing is determined from her records.
She collects any other payments from members as necessary.
She distributes the Yearbook to the Membership. Note:
Yearbooks are distributed to Members only.
Advertiser may not receive a Yearbook.
Section 8:
The Parliamentarian/By-Laws
Chairperson will be very familiar with Robert’s Rules of Order and
assist the President in decisions involving procedure.
She keeps an up-to-date file on By-Laws, Standing Rules, and Amendments.
Section 1: At the
March general meeting, the President appoints a Nominating Committee Chairperson
and if needed a committee consisting of two members and one alternate from the
Board and two members and one alternate from the General Membership.
At the May general meeting the Nominating Committee will submit its slate
of nominees for the elective offices.
Following their report, additional nominations, if available, will be
accepted from the floor and the election will be held.
No person can be nominated, either by the committee or from the floor,
without that person’s prior consent to run for that office.
Section 2:
Elections are by voice unless there is more than one nomination for that
office. Then voting for that office
is done by ballot. A simple majority
of members present and voting will elect.
Section 3:
Installation of officers is the last order of business at the June
meeting followed by comments from the newly elected President.
Section 4:
The term of office is one (1) year and no member is eligible to serve
more than two (2) consecutive years in the SAME elective office.
The term of office is July 1 through June 30 for the President, Vice
President, Secretary, and Assistant Treasurer.
The term of office for the Treasurer is July 1 through July 31 of the
following year. If there is a
vacancy during the year of either an elective office or a Chairperson, the
President will appoint someone to fill the position.
Article VI:
Quorum, Parliamentary Authority, and
Procedures
The Membership present constitutes a quorum for the
transaction of business at both the board and general meetings.
The current edition of Robert’s Rules of Order is the guideline for
conducting business.
Section 1: Procedure
for updating/revising By-Laws – The President appoints a Chairperson to review
and make recommendations for updating/revising the By-Laws.
The Chairperson forms a committee for this purpose.
The committee will present the printed recommendations to the Board.
The Board will vote on the recommendations and if passed by two-thirds
majority vote of the board members in attendance, the recommendations will then
be distributed at the next general meeting.
Discussion time will be
allowed, and then an oral vote will be taken.
An apparent two-thirds majority vote constitutes approval.
If there is a question about
the vote, then a written vote will be taken.
If passed the update becomes effective immediately.
Section 2:
Procedures for changing one By-Law:
A.
Any member, at any general meeting, may make a motion to make a single
By-Law change. She must give the
rationale and it must be in writing.
Discussion may follow.
B.
Members have one month to
review this recommendation, and at the next general meeting, discussion will be
called for and then an oral vote will be taken.
An apparent two-thirds majority vote constitutes passage and it becomes
effective immediately. If there is
indecision about the two-thirds then a written vote must be taken.
Section 3:
Procedure for changing Standing Rules:
At a general meeting any member
may move to change a Standing Rule.
She must give the rationale. A vote
will be held after discussion.
Simple majority constitutes approval and the change takes effect immediately.
Prior approval of the Board is not required.
Article VII:
Executive Board
Section 1: The
governing body of this organization is the Board which is composed of the
elected officers and the appointed Chairpersons.
Section 2: The Board
meets a least once a month during the months of August through June.
A July meeting is at the discretion of the President.
The June board meeting includes
both incoming and outgoing board members.
The purpose of that meeting is the exchanging of duties, records, and
materials between the outgoing and incoming Board.
Section 3:
The Board has general supervision of the affairs of the Club and makes
recommendations to the Club Membership.
The Board is subject to the directives of the Membership.
They include, but are not
limited to Audit/Review, Budget, and Nominating Committees.
Section 1: Financial
Audit/Review
At the May general meeting the President appoints a committee of three
(3) members and an alternate to audit/review the Treasurer’s records.
The audit and review of the Treasurer’s records is conducted after the
June board meeting and the audit report is given to the board at the August
board meeting. It is presented to
the membership at the September luncheon.
Section 2: Budget
Committee
The Budget Committee is appointed at the May meeting and includes the
current Treasurer (as Chairman), incoming Treasurer, Vice President, and at
least two (2) other board members.
It is the duty of the committee to prepare a budget for the next fiscal year and
present it to the Board for its approval at the June board meeting and at the
general meeting in August for approval by the Membership.
Section 3:
Nominating Committee
See Article V Section 1
The annual dues are $20.00
which are payable on or before March 1st and are delinquent after the
June general meeting. Only
memberships paid no later than the June general meeting will be listed in the
Yearbook. At any time during the
year former members will be reinstated upon payment of FULL current dues.
New members joining January 1st or later will pay 50 percent
of the annual dues for the remainder of the fiscal year.
The Board has the authority,
without Membership consent, to order bills up to $101.00 be paid that are NOT
included in the budget.
The Board also has the authority to pay bills up to $101.00 over
the budgeted amount.
Newcomers Club DOES NOT allow
members, non-members, or Yearbook advertisers to orally advertise, sell items,
or solicit funds at the general meetings or satellite groups.
Flyers may be placed on the tables at scheduled meetings.
The Vice-President is
responsible for the purchase and presentation of the outgoing President’s gift
from the membership to be presented at the June general meeting and which will
not exceed the budgeted amount.
Special Chairs are appointed by
the President and are not subject to election by the Membership.
They are expected to attend and give a report at the board meetings.
Any member can serve as a Chairperson of more than one group or be an
Officer and a Chairperson.
BOARD CHAIRPERSONS
PROGRAM
CHAIRPERSON:
See Article IV Section 3 and Note.
She selects and plans lunch programs for the current year.
Programs can be for entertainment or information.
Length of programs should be approximately thirty (30) minutes.
She should arrange the programs by July 1st and give this
information to the Yearbook Chairperson by that date so that it can be printed
in the Yearbook. She is responsible
for introducing the program/program presenters, arranging with the Treasurer for
lunch tickets and the stipend for the presenter(s), and writing a follow-up
thank you to the program presenter(s).
She will keep herself apprised of the budgeted amount for the programs
including the guest meals.
PUBLICITY/NEWSLETTER /WEBSITE CHAIRPERSON:
She produces a newsletter to be distributed to all
members on the Newcomers website.
The newsletter will list monthly activities of the Club.
It will list information on new members, as well as the current month’s
birthdays, and all cards sent to our members.
She is responsible for placing the information about our meetings on the
FaceBook page and website.
She is responsible for the numbering of the tables at the luncheons.
RESERVATIONS CHAIRPERSON:
She appoints a committee to call members for lunch
reservations for the general meetings.
She coordinates reservations with the facility.
She greets members and records their presence on her reservation list.
She makes certain that new members are placed on the calling list.
She makes name tags available.
SUNSHINE CHAIRPERSON:
She sends cards or notes as needed.
The Chairperson presents the “good news” at the general meeting.
She gives a report at the board meeting and to the Newsletter Chairperson
on the cards she has sent.
DOOR
PRIZES CHAIRPERSON:
She keeps herself apprised of the budgeted amount.
She is responsible for selling the raffle tickets, counting the money,
and transferring the money to the Treasurer.
She is responsible for managing the drawing and announcing the winners.
YEARBOOK CHAIRPERSON:
(See Article IV Section 3 Note) She coordinates,
assembles, publishes, and delivers the Yearbook to the Assistant Treasurer at
the August general meeting. Each
member is given one Yearbook.
Additional Yearbooks are available for sale. Yearbooks are not issued to any
non-member or advertisers.
SATELLITE GROUP CHAIRPERSONS
Satellite Group Chairpersons are appointed by the
President and are not subject to election by the Membership.
Each Satellite Group chooses the time, day, and place of their meetings.
Satellite Chairpersons are responsible for the rules of the
games/activities of the Satellite Groups they chair. Satellite Chairpersons are
expected to attend the board meetings and give a report on their group.
The Chairperson for each of the Satellite Groups is expected to provide
the Yearbook Chairperson with the details of the next year’s meetings no later
than July 1st.
CARDS:
Chairperson arranges the card session and provides the materials
furnished by Newcomers necessary to play.
If a restaurant is used the players are required to purchase a meal.
MEXICAN
TRAIN:
Chairperson arranges the session,
provides the materials furnished by Newcomers and coordinates a location.
If a restaurant is used the players are required to purchase a meal.
ANYTHING GOES:
The Chairperson(s) schedules and coordinates unique activities as
available on a case by case basis.
Information is provided at the monthly luncheons.
LUNCH BUNCH:
The Chairperson(s) schedules
and coordinates unique activities usually held at lunchtime.
Information is provided at the monthly luncheons.
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