TVWC Bylaws Temecula Valley Woman’s Club, Inc.

(Formerly Rancho-Temecula Area Woman’s Club)

MISSION STATEMENT

The Temecula Valley Woman’s Club is part of an international organization dedicated to the improvement of the educational, ethical, and cultural life of the community through volunteer service.

ARTICLE I—NAME

The corporate name of this organization shall be GFWC Temecula Valley Woman’s Club, Inc., herein referred to as TVWC. TVWC was organized August 28, 1980; chartered with California Federation of Women’s Clubs (CFWC) October 8, 1980; incorporated August 11, 1982; and is a member of General Federation of Women’s Clubs (GFWC).

ARTICLE II—PURPOSE

The purposes of this corporation are as specified in the Articles of Incorporation. The specific purposes of this corporation shall be charitable, as defined by Section 501(c)(3) of the Internal Revenue Code and to improve the educational, ethical, and cultural life of the community. TVWC shall not support sectarian, discriminatory, or partisan organizations or actions, nor engage in the practice thereof.

ARTICLE III—MEMBERSHIP

Section 1. Admission for new members:

New members will be accepted any time during the Club year. Applicant shall attend one

• orientation session by the Second Vice President or her designee or one (1) general meeting prior to being accepted as a member.

Section 2. There shall be the following types of members:

1. Active: An active member is a member who pays dues and attends a minimum of three (3) general meetings during the Club year; such members are to be known as members in good standing. An active member must serve on at least one (1) TVWC Federated committee and serve a minimum of fifteen (15) hours in support of TVWC projects. An active member shall be accorded all privileges of voting, may participate in general meetings, hold office, and attend social functions and committee activities.

• Charter. A charter member is a member who, prior to January 15, 1981, attended at least one (1) TVWC meeting.

• Inactive: An active member may request inactive status because of special circumstances, including but not limited to, lengthy absence from the area, prolonged illness, or physical capabilities where she may not be able to participate in the Club’s fundraising projects. Said request must be presented in writing to the Second Vice President/Membership for presentation to the Executive Board, who will determine the length of inactive status time. Said member shall pay annual dues as specified in Article IV, Section 2 and will retain all the rights of membership, including voting

• Transfers: Any member in good standing of any Federated Woman’s Club may join TVWC by presenting a letter of introduction.

Section 3. All members are responsible for maintaining a personal record of volunteer hours and in-kind donations in support of Federated Committees, Standing Committees, projects, and leadership, and for reporting them to their Committee Chair and the Hours Chair each month.

Section 4. Active members shall be required to support the Annual Holiday Home Tour/Fundraiser by volunteering and/or accepting assignments of specific duties during scheduled time frames. An inactive member is expected to participate in any fundraiser projects when such participation does not conflict with her specific circumstances.

Section 5. Any active member not able to comply with membership requirements, including Annual Holiday Home Tour/Fundraiser, Club meetings and/or TVWC Federated committees, should submit her reason for exemption from such requirements, in writing, to the Second Vice President/Membership for approval by the Executive Board. If a member does not fulfill membership requirements and does not have an approved exemption, she shall be placed on conditional status for one year, after which she shall be either returned to good standing or dropped from the membership roster.

Section 6. Any member desiring to resign during the Club year is requested to notify the Second Vice President/Membership in writing. The Executive Board shall be given notice of the resignation.

Section 7. Termination of Membership. Member(s) whose activities and purposes have proven to be incompatible with the TVWC Bylaws and/or Standing Rules shall be reviewed by the Executive Board with the member(s) and may be removed by a two- thirds vote of the Executive Board.

ARTICLE IV — DUES AND FEES

Section 1. The new member registration fee shall be $11 non-refundable.

Section 2. Dues: The annual membership dues shall be $75. Dues for those who are renewing their membership are payable on or before December 1 and delinquent December 31st. Any member in arrears December 31^st will be assessed an $11 reregistration fee.

New members who join the Club after September 1will be charged a total of $108 to include an $11 non-refundable registration fee, $22 for the current year’s Federation dues, and $75 for the following year’s membership dues.

Section 3. Any member who is in arrears on December 31st will be notified by the Second Vice President/Membership and shall be subject to exclusion from the Yearbook.

ARTICLE V — OFFICERS AND DUTIES

Section 1. The elective officers of TVWC shall be: President, First Vice President/Dean of Chairs, Second Vice President/Membership, Third Vice President/Fundraising and Development, Secretary, Treasurer and Financial Secretary. Term of office for elected officers is one (1) year, with a two-year (2) term limit. The President-appointed TVWC officers shall be Parliamentarian and the Communications and Public Relations Chair.

Term of office for appointed officers is one year, with a three-year (3) term limit. These officers shall serve on the Executive Board.

Section 2. Duties of Elected Officers:

President: The President shall be the Chief Executive Officer of the corporation. She shall preside at Executive Board and all general or special meetings. She shall appoint three members in good standing to read, edit, and approve the minutes at each general meeting. She shall announce the names of the appointed members at the beginning of each general meeting. She shall appoint the Parliamentarian, Communications and Public Relations Chair and all non-elected chairs of standing and special committees.

She shall be an ex-officio member of all standing and special committees, Federated

committees, and affiliated organizations, with the exception of the Nominating Committee, Bylaws Committee and Federated Education Grant Committee. She shall be a member of the Budget and Report Writing Committees. She shall sign checks with the Treasurer for payment of all bills and be a signatory on all bank accounts.

She shall sign all documents required to execute all approved Club activities and projects. She shall be TVWC’s official representative at De Anza District Area D, CFWC, WSR, and GFWC meetings, conference, and conventions.

She shall approve all communication prior to distribution to membership and all outside Club correspondence in a correspondence file, copies of which shall be forwarded to the Webmaster for electronic filing.

First Vice President/Dean of Chairs: The First Vice President/Dean of Chairs shall assume all duties of the President in the event of her absence or disability, including the signing of checks with the Treasurer and approving outgoing correspondence.

She shall be a signatory on all bank accounts.

She shall assume the office of President in the event the President is unable to finish her term of office. She shall serve as Dean of Federated chairs and be an ex-officio member of all Federated committees. She shall not serve on the Nominating Committee or Federated Education Grant Committee. She shall be a member of the Budget and Bylaws Committees. She shall be Chair of the Report Writing Committee responsible for completing all reporting requirements for the year of her term. (See Article VIII, Committees/Sections.) She shall be placed in nomination for President for the ensuing year following the end of the President’s term unless she declines this nomination. In the absence of the President, she shall be TVWC’s official representative at the De Anza District Area D, CFWC, WSR, and GFWC meetings, conferences, and conventions.

Second Vice President/Membership: The Second Vice President/Membership shall receive current and new-member applications and dues as well as all membership fees and assessments. She shall forward to the Financial Secretary all money received. She shall form her own Membership Committee and shall conduct orientation sessions for new members. She shall present membership updates to the Executive Board monthly.

With the aid of the Registrar and Hours Chair, she shall keep an attendance record of all members to ensure compliance with Article III, Section 2.A. She shall be responsible for maintaining a current up-to-date list of all members and their status to be distributed digitally to officers and chairs, as required, and to any member upon request.

At the direction of the Executive Board, the Membership Chair shall notify applicable members of their suspension from membership due to nonpayment of dues or failure to fulfill membership obligations. She shall provide to the Yearbook Chair all new and revised membership information required for the Yearbook. She shall also publish this

information in TVWC’s monthly Newsletter immediately after a new member has joined. She shall be a member of the Budget Committee.

Third Vice President/Fundraising and Development: The Third Vice President/ Fundraising and Development shall provide the ways and means of earning funds for TVWC projects and charities. When warranted, she shall be responsible for review of fundraising projects prior to obtaining Executive Board and/or general membership approval. She shall oversee TVWC approved fundraising and development projects, which may include an Annual Holiday Home Tour and/or Gala. She shall appoint fundraising chairs. She shall report monthly to the Executive Board on all TVWC fundraising and development projects. She shall be a member of the Budget Committee and Chair of the Fundraising and Development Committee.

Secretary: The Secretary shall keep a permanent record of minutes of all meetings and actions of the Executive Board and general membership, in the appropriate digital format, and she will provide them to the Webmaster for electronic filing. She shall provide the President with a draft of the Executive Board Meeting minutes within seven

• days of each Executive Board Meeting. After the President’s review, she shall distribute them to the Executive Board for its approval. A committee of three members shall be appointed by the President at each general meeting to proofread the minutes for that General Meeting. When minutes are not read at the general membership meeting, she shall announce that they are available for member review at any time on the TVWC website. She shall call the meeting to order in the absence of the President and First Vice President and preside until a temporary chair can be elected by those members present. She shall have a current list of active members and a copy of the current bylaws. She shall keep a summary of unfinished business.

The Secretary shall also be responsible for the key to the Post Office box, pick up in- coming mail and distribute to proper destination. She shall read the incoming correspondence that may be relevant at meetings with the necessary enthusiasm and respect but summarize when possible. She shall write letters as may be directed by the President and shall be responsible for the distribution of the Club’s stationery and envelopes when appropriate. All outgoing correspondence shall be approved by the President or, in her absence, First Vice President/Dean of Chairs.

Treasurer: The Treasurer shall be responsible for all TVWC funds deposited in the bank or banks approved by the Executive Board. She shall pay all bills, after approval by the President or, in her absence, First Vice President/Dean of Chairs. Checks shall be signed by the Treasurer and President, or in her absence, the First Vice

President/Dean of Chairs. She shall serve as Financial Secretary for at least one term before becoming Treasurer.

She shall be Budget Committee Chair. The Budget Committee shall include the President, First Vice President/Dean of Chairs, Second Vice President/Membership,

Third Vice President/Fundraising and Development, Financial Secretary and Immediate Past President (only for the first year following her presidency). As soon as the proposed budget is established, she shall submit the proposed budget to the Executive Board and general membership for approval.

She shall prepare and keep all financial transactions, records and reports in accordance with General Accepted Accounting Principles (GAAP), the Financial Accounting Standards Board (FASB) and any other official accounting pronouncements that shall apply to TVWC’s financial reporting responsibilities and requirements. She shall prepare the Sales Tax Report, the Statement of Domestic Non-Profit Corporation, and the Registration Renewal Fee Report to the Attorney General of California (RRF Report).

She shall ascertain and pay all taxes. Tax return forms shall be prepared by an outside accounting firm upon the recommendation of the Treasurer and the approval of the Executive Board. She shall balance and prepare TVWC books for a March audit.

Preliminary findings of the audit report shall be presented by the auditor to the Treasurer, President, First Vice President/Dean of Chairs and Financial Secretary in April to address any outstanding issues. The final audit will be reported to the Executive Board and membership in May. She shall be a signatory on all bank accounts.

She shall submit the monthly Financial Statements, including but not limited to Statement of Financial Position, Statement of Activities, Journal Entry List, Bank Reconciliation, Budget vs Actuals and Statement of Cash Flows to the Executive Board. A copy of the financial statements along with an accounting of committees’ project balances shall be given to the Secretary at the general meeting and they shall become an attachment to and part of the official minutes. Additionally, she shall include a copy of the Financial Statements in the Club newsletter as an attachment. She shall notify the First Vice President/Dean of Chairs and committee chairs monthly of funds available in each committee. All financial statements shall be kept a minimum of seven years and archival reports should be placed in appropriate storage. Copies of financial statements shall be kept on digital format, as appropriate.

She shall close the Club’s books at the end of each fiscal year on December 31. She shall accrue for uncollected funds and unpaid obligations for the current year that have not been received or paid. Members shall make every effort to deliver any Club funds to be deposited to the Financial Secretary no later than December 23. Members shall make every effort to deliver any outstanding invoices or reimbursement requests to the Treasurer no later than December 23. If it is impossible to provide the actual funds, invoices or reimbursement requests by that date, then members shall diligently provide the best estimate of those transactions to the Treasurer by December 23 so that they may be properly accrued for and appropriately reflected in the Club’s financial statements.

Financial Secretary: The Financial Secretary shall receive all incoming TVWC funds.

She shall promptly deposit funds received in a bank or banks approved by the Executive Board. She shall keep a current binder detailing funds received and she shall prepare her books for a March audit. She shall be a member of the Budget Committee. When possible, she shall be placed in nomination as Treasurer for the ensuing year. She shall be responsible for matters concerning TVWC insurance coverage, including obtaining certificates of insurance when required. All financial reports shall be kept a minimum of seven years and archival reports should be placed in appropriate storage. Copies of financial reports shall be kept on digital format, as appropriate.

Section 3. Duties of Appointed Officers:

Parliamentarian: The Parliamentarian shall act as advisor to TVWC on parliamentary procedure and shall be responsible for keeping the Bylaws current. She shall keep a complete file of all motions presented to the Executive Board and the General Membership, noting their disposition, in the Parliamentarian Manual. She shall keep individual monthly ballot forms until the annual audit has been completed for the previous year, after which time they may be destroyed. She shall be advisor to the Bylaws and Nominating Committees. She shall call the first meeting of these Committees and attend all meetings to give advice on procedure, as required. She shall receive all proposed motions for presentation to the Executive Board, submit recommended motions for publication in the Newsletter, post on the website, and prepare ballots for general membership meetings.

Communications and Public Relations: The Communications and Public Relations Chair and her Committee are responsible for all external information brought before the public and shall be in charge of publicity for all TVWC projects and activities. The Webmaster and the Photographer are members of the Communications and Public Relations Committee and therefore work in conjunction with the Chair. The Communications and Public Relations Chair and the Club President will be notified by the Photographer of any photo requests from TVWC members and/or TVWC Committee Chairs. The Communications and Public Relations Chair will consult with and/or notify the Club President and Webmaster of any changes for the website as well as Facebook, and other social and print media. TVWC members and Committee chairs will notify the Club President and the Communications and Public Relations Chair of photo and website requests. All outgoing information, photographs, and graphics must receive final approval by the Club President.

ARTICLE VI — NOMINATIONS AND ELECTIONS

Section 1. Nominations:

1. The Nominating Committee shall consist of five (5) active members. The President shall appoint two (2) members and one (1) alternate member from the Executive Board in the May board meeting. Three (3) members and two (2)

alternates shall be selected from the general membership at the May meeting. Committee members who do not attend the first meeting of the Nominating Committee shall be permanently replaced by an alternate.

• Nominating Committee members shall have been active TVWC members for at least one (1) year. A member shall not serve on the Nominating Committee in consecutive years. The Committee shall meet during the months of June 1 to September 1, unless the Executive Board directs otherwise.

• The Parliamentarian shall call the first meeting of the Nominating Committee, instruct the committee in their duties according to the Bylaws, and act as advisor to the committee. The committee shall elect its own Chair. The Parliamentarian shall attend meetings of this committee; however, she is not a member unless elected to the Committee at the general membership meeting each May.

• A Nominating Committee member’s name may not be placed in nomination for an elected office unless she is already an existing Executive Board member.

• The nominee for President shall have served as First Vice President/Dean of Chairs or shall have served one (1) year on the Executive Board. She shall not be eligible to hold this office for more than two consecutive terms.

• The nominee for First Vice President/Dean of Chairs shall have served one year on the Executive Board.

• Executive Board nominees and appointees for the other offices shall have been TVWC members in good standing for at least one (1) year and shall not be eligible to hold the same office for more than two consecutive (2) terms, not to exceed two years; with the exception of the Parliamentarian and Communication and Public Relations Chair, who may be reappointed for up to two (2) additional terms, not to exceed three (3) years. When possible, the Finance Officers (Treasurer and Financial Secretary) shall be replaced in alternate years so that one experienced officer remains each year.

Section 2. Election:

1. The Nominating Committee shall present names of candidates for office to the Executive Board in October and, if approved, the Board shall notify the general membership in the October newsletter. If names of nominees are known prior to October, the Nominating Committee shall announce them. Nominations from the floor must have the nominee’s written consent to serve. Elections shall be held at the October general membership meeting.

• Fifty-one percent (51%) of members in good standing must be physically present, or fifty-one percent (51%) of the membership must respond electronically, in order to hold an election. A majority vote of those members shall elect. When there is more than one candidate for an office, the balloting shall be done following the close of nominations. The Tellers Committee (formed by three tellers selected by the President before the vote is taken) shall retire from the (in-person) meeting for the count. The (in-person) assembly, by unanimous consent, may dispense with the ballot when there is but one (1) candidate for each office; then election may be by voice or hand. The Tellers Committee may verify all electronic votes received by the Parliamentarian.
• There shall be no proxy voting or absentee ballots.
• The Executive Board shall be installed in December and their duties shall begin January 1 and shall continue until December 31 of the same year.

ARTICLE VII — EXECUTIVE BOARD

Section 1. Officers:

1. The business and affairs of this corporation shall be managed under the direction of the Executive Board, except as may be otherwise provided in these Bylaws or the Articles of Incorporation.

• The Executive Board shall consist of the elected and appointed officers.

• Each officer shall be responsible for preparing and maintaining a description of the duties and a list of qualifications required for her position. This shall be distributed to the Nominating Committee prior to their meeting.

Section 2. Meetings:

1. The President shall set the time of Executive Board meetings.

• Executive Board members shall be required to attend all Executive Board and general meetings to the best of their ability, in person or virtually. Consideration for non-attendance will be given for family/medical emergencies.

• A majority of members of the Executive Board, authorized by the Bylaws constitutes a quorum for the transaction of business.

• A special meeting may be called by the President in the event of emergency, either in person or virtually, and/or may take a virtual or voice vote. Emergency business transacted must be ratified and included in the minutes at the next regular Executive Board meeting.

• Executive Board meetings are open to all members. Prior reservations are required.

• The newly elected Executive Board may hold a planning meeting prior to the new Club year.

Section 3. Vacancies:

Any vacancy occurring in an elective office shall be filled for the remainder of the term by two-thirds (2/3) vote of the Executive Board, except the office of President, in which case the First Vice President/Dean of Chairs shall assume the office of President, pursuant to Article V. This action shall be ratified by TVWC members at the next general membership meeting.

ARTICLE VIII — COMMITTEES

Section 1. Committees, In General:

1. All committees become active at the beginning of each Club year. Newly formulated committees may become effective at any time during the Club year.

• Committee chairs are responsible for maintaining a record of volunteer hours and in-kind donations in support of Federated committees, standing committees, projects, and leadership, and for reporting them to the Second Vice President/ Membership.

• Committee chairs of established committees shall have been active members of the Club for a minimum of six (6) months.

• Fifty-one (51%) of the committee must be present or vote virtually to establish a quorum for the transaction of business, except as specified in Section E.

• Projects that are $500 or less may be approved by a consensus vote of the majority of members present at a committee meeting.

Section 2. Federated Committees:

1. TVWC Federated committees will coincide with those suggested in the current GFWC and CFWC procedure books.

• New TVWC Federated committees may be established by individuals who have been active TVWC members in good standing for a minimum of one (1) year with Executive Board approval.

• Prior to approval of a new TVWC Federated committee, a mission statement must be prepared and presented to the Executive Board, together with a list of ten

(10) members participating who will contribute a minimum of ten (10) hours each for the first year.

• Any TVWC Federated committee may establish projects in support of local charities in our communities or to promote friendship among our members.

Section 3. Standing Committees:

Standing Committees administer the business of TVWC.

1. Audit: In March, the Auditor will examine the financial records of the Treasurer and Financial Secretary for the previous calendar year. The examination of the financial records may be examined by a committee of up to three (3) members. The committee would be chaired by the Auditor and include two club members who are not current Elected Officers and are familiar with bookkeeping. Preliminary findings of the audit report shall be presented by the auditor to the Treasurer, President, First Vice President/Dean of Chairs and Financial Secretary in April to address any outstanding issues. The final audit will be reported to the Executive Board and Membership in May. In emergencies, this may be done electronically.

• Bylaws: The Bylaws Committee shall consist of five (5) members and be formed at the May general meeting of the Club year. The Parliamentarian shall serve as Advisor to the Committee. The President shall appoint two (2) members, one of which shall be the First Vice President/Dean of Chairs and one (1) alternate from the Executive Board. Three (3) members and two (2) alternates in good standing for one

(1) year shall be selected from the general membership. Members of the Bylaws Committee (with the exception of the Parliamentarian) may not serve consecutive years. The Parliamentarian shall call a meeting(s) of this committee (in person or in emergencies virtually/electronically) at least annually for the purpose of reviewing TVWC’s Bylaws. The Parliamentarian shall attend all meetings of this committee but is not a member unless elected to the Committee at the general membership

meeting in May. All proposed amendments will be published in the October Newsletter, posted on the website and voted on at the October general membership meeting.

• Club Merchandise: Chair is in charge of placing members’ orders of Club merchandise and delivering the orders to the members.

• Communications and Public Relations: The Communications and Public Relations Committee shall be responsible for all information brought before the public, including Facebook and other social media, and shall be in charge of publicity for all TVWC projects and activities, upon receiving the approval of the President.

Other duties of the Committee are found in Article V, Section 3.

1. Electronic Communication: The Chair and her committee send emails or other electronic communication to the membership when the need arises, upon approval of the Club President.
   1. Photographer: The Photographer and her committee are responsible for taking pictures at general meetings and other Club events. This committee is a part of the Communications/Public Relations Committee.

• Federated Education Grant Committee:
  • This committee shall be comprised of two (2) Executive Board Members (with the exception of President and First Vice President/Dean of Chairs) and five (5) general membership members in good standing for at least one (1) year.
  • The committee is responsible to receive and review all Federated Committee grant applications for educational programs. Those programs approved will be awarded specified funds, based on educational merit and funds available as determined by the committee. The approved application shall be forwarded to the Executive Board for approval before submitting to the general membership for final approval.
  • Education Grant Funds must be used in the year awarded or a liability must be established prior to year-end, in order to use the funds in the following year.

• Federation: The Federation representative shall inform members on Federation affairs. She shall be responsible for all conference and convention reservations. She shall be responsible for responding to invitations received by TVWC from other clubs within CFWC, and conveys news/items of interest about CFWC and GFWC.

• Financial: This committee shall be comprised of the Treasurer and Financial Secretary and addresses issues related to the finances of the Club and makes recommendations to the Executive Board.

• The Historian shall oversee the electronic archival storage of the following current documents: Club minutes, Club newsletters, Club reports, Home Tour

brochures, and Fundraising articles/documents which will be kept as a historical documentation of TVWC. She will also collect any Club artifacts, awards, plaques, trophies, certificates, etc. deemed worthy of safekeeping and place them in storage at The Temecula Valley Museum. She is encouraged to write Club newsletter articles and/or give brief Club presentations pertaining to the history of GFWC, CFWC, and/or TVWC.

1. Hospitality and Protocol: The Hospitality and Protocol Committee shall arrange for meeting facilities, meals, guests, equipment, tables, linens, and other meeting necessities. The committee shall assist the Budget Committee in determining general meeting revenues and expenses for the next fiscal year budget. The Hospitality and Protocol Chair shall arrange the head table at each regular meeting, according to GFWC protocol, and welcome special guests. She shall chair the Hospitality and Protocol Committee. She shall negotiate facility rental agreements/permits for General Meeting space for approval by the Executive Board.

• Hours: The Hours Chair shall receive and be responsible for maintaining a current record of all volunteer hours and shall distribute this information to Officers and Chairs, as required.

• Membership: The Second Vice President/Membership shall be responsible for preparing and maintaining a current up-to-date list of all members and, with the aid of the Registrar and Hours Chair, maintain a current membership attendance file. She shall arrange for committee members to be at the door at each general meeting to serve as official hostesses.

• Newsletter: The Newsletter Committee shall be responsible for collecting information, typing, publishing transmitting the monthly newsletter, via electronic or other means.

• Program: The Program Committee shall have charge of the programs of the general meetings.

• Properties: The Properties Chair shall keep a current list of all TVWC equipment and supplies and location of same.

• Registrar: The Registrar Committee shall have each guest and member register at the general meeting and collect the general meeting fee. She shall notify the Parliamentarian at each meeting of the membership attendance to confirm a quorum. She shall furnish the Second Vice President/Membership with a monthly attendance report. The Registrar shall be responsible for notifying any member of past due general meeting fees pursuant to the Standing Rules.

• Report Writing: The Report Writing Committee shall be composed of, but not limited to, the First Vice President/Dean of Chairs, the Dean-elect, and the Immediate Past President. TVWC’s Federated committee chairs shall complete their committee’s reporting requirements and submit them to the Report Writing Committee by a designated deadline. The Report Writing Committee shall be responsible for review and revision, and subsequent transmission of the reports to the District Federated chairs, pursuant to deadlines established each year.

• Telephone: The Telephone Chair is responsible for incoming phone calls to the Club. She answers any telephone inquiries about the Club. She takes messages and relays them to the pertinent elected officer and/or committee chair.

• Yearbook: The Chair of the Yearbook Committee, which shall include the President and Second Vice President/Membership, shall collect data and arrange for publication and distribution of the Yearbook in February.

Section 4. Special Committees:

1. The Major Fundraising & Development Project Committees: The Chairs of these committees shall be appointed by the Third Vice President/Fundraising & Development. The Chairs of these committees, with the Third Vice President/Fundraising & Development, shall prepare estimated budgets for Executive Board approval no later than April of each year and shall be responsible for preparing/presenting monthly fundraising & development project progress reports for the Executive Board and to the General Membership. The Chairs and the Third Vice President/Fundraising & Development shall prepare all contracts for review by the Executive Board and obtain appropriate signatures for all events as needed. The Fundraising & Development Committee shall have the duty of raising funds for TVWC approved fundraising & development projects and charities. Dates for all fundraising events shall be approved by the Board and presented to the membership.

• Such other standing and special committees or appointees shall be appointed by the President as deemed necessary.

ARTICLE IX — MEETINGS AND QUORUM

Section 1. General meetings of TVWC shall be held the fourth Thursday of the month, January through December, excluding the months of July and August, unless otherwise ordered by the Executive Board.

Section 2. The general meeting on the fourth Thursday in January shall be known as the annual meeting.

Section 3. Fifty-one percent (51%) of those members in good standing, three (3) of whom are Officers of the Club, shall constitute a quorum for the transaction of business and for any general meeting to be official. There shall be no proxy voting or absentee ballots.

Section 4. Special Meetings, Including Electronic Meetings, Motions and Voting.

1. Special Meetings. Special meetings, including electronic meetings, of the general membership shall be held at the notification of the TVWC President for the purpose of transacting business or voting on a motion(s) requiring general membership vote for the transaction of business.

• Motions.
• General Motions. The Parliamentarian shall post to the Board all motions to be reviewed and recommended for the general membership. Once approved by the Board, motions shall be posted on the TVWC webpage members site, placed in the monthly newsletter, and sent electronically to the general membership, to be voted on at the next general meeting. Information regarding the motion, including the primary contact within TVWC, shall be provided to the membership.
• Emergency Motions. These motions, deemed by the Executive Board as “immediate action required of the membership,” shall comply with this Section but voting may be conducted electronically with the results completed and announced within reasonable a timeline designated by the Executive Board. .

• Quorum. Should a quorum not be met during a virtual meeting of the Executive Board, general membership, or any committee, a quorum may be met for voting purposes electronically.

• Voting. Votes taken electronically shall be considered anonymous to the general membership but kept in the Parliamentarian’s records for retention.

If necessary, the count may be verified by a teller, appointed by the President. This teller is also to consider electronic votes as anonymous. Vote tallies shall be announced to the general membership within a day of the designated deadline for electronic voting. Results completed between general meetings shall be reflected within the minutes of the next general meeting.

• Electronic Committee meetings shall be held at the discretion of the Committee Chair.
• Committee Chair(s) shall post motions electronically to their committees for their review, comment and vote.

• Committee Chairs conducting electronic voting shall report the vote outcome in the following month’s next committee minutes.

ARTICLE X — FINANCES

Section 1. Fiscal year shall be January 1 through December 31.

Section 2. All charitable donations made in the name of TVWC must be approved by the general membership except for donations of $500.00 or less, which are funded from established Federated Committee accounts. Donations will only be distributed to nonprofit foundations, 501(c)(3) corporations or other organizations which are organized and operated for charitable purposes and meet the vision and mission of TVWC.

Section 3. All funds raised by TVWC for the Club’s Annual Special Project and/or community improvement projects shall be deposited into a designated account approved by the Executive Board until actual distribution. At that point, the principal may be donated to the applicable project. All accrued interest will be deposited into TVWC’s General Fund. If the project is not completed within two years of initial funding, the TVWC committee responsible shall submit a motion to the general membership recommending an alternate disposition of the principal funds.

Section 4. No indebtedness in the name of TVWC shall be incurred by any member without the recommendation of the Executive Board and approval of the general membership.

Section 5. All Federated committees may utilize all funds received in the calendar year or a liability must be established unless designated for a specific purpose in a subsequent year. Any committee funds, revenues, and expenditure account balances unused at the end of the year will roll into the following year. Every effort will be made to budget the new year with each fund’s year-ending balance for the coming year, as Club needs allow.

Section 6. TVWC shall secure and maintain a permanent safe deposit box at a bank approved by the Executive Board.

Section 7. Investment of any TVWC funds must be approved by the Executive Board and voted on by the general membership. Interest on those investments shall be credited to the General Operating Fund.

ARTICLE XI — PARLIAMENTARY AUTHORITY

Section 1. Robert’s Rules of Order Newly Revised, latest edition, shall be the parliamentary authority for all meetings of the Executive Board and General Membership, except as they may conflict with these Bylaws or the laws of the State of California.

ARTICLE XII — AMENDMENTS

Section 1. These Bylaws may be amended or repealed, or new bylaws adopted at any general or special meeting of TVWC by a two-thirds (2/3) vote of those members present, written notice of same having been given prior to the day of voting (TVWC Newsletter and Website) or having been read aloud at the general or special meeting prior to voting.

For the purpose of a vote on the issue of these bylaws, a quorum may be met for voting purposes electronically.

Section 2. In addition to any changes to the bylaws adopted during a fiscal year, the Bylaws shall be reviewed by the Bylaws Committee every year and any proposed amendments shall be published in the October newsletter, posted on the website and voted on at the October general meeting.

ARTICLE XIII —DISSOLUTION

The property of this corporation is irrevocably dedicated to charitable purposes and no part of the net income or assets of this corporation shall ever inure to the benefit of any director, officer, or member thereof, or to the benefit of any private person.

Upon the dissolution or winding up of the corporation, its assets remaining after payment or provision for payment of all debts and liabilities of this corporation shall be distributed to a nonprofit fund, foundation, or corporation which is organized and operated exclusively for charitable purposes and which has established its tax-exempt status under Section 501(c)(3) of the Internal Revenue Code. The Club Treasurer shall be responsible for executing the procedures.

Amended:

May 1982,October 1983, October 1984, October 1985, October 1986, October 1987,

October 1988, October 1989, October 1990, October 1991, October 1992,October 1993,

October 1994, October 1995, October 1996, Oct/Nov 1997, October 1998, October

1999, October 2000, October 2001, October 2002, October 2003, October 2004,

October 2005, October 2006, October 2007, October 2008, October 2009, October

2010, Oct/Nov 2011, October 2012, October 2013, October 2014, October 2015,

October 2016, October 2017, October 2018, October 2019, October 2020, November

2020 (Elec

MISSION STATEMENT

The Temecula Valley Woman’s Club is part of an international organization dedicated to the improvement of the educational, ethical, and cultural life of the community through volunteer service.

ARTICLE I—NAME

The corporate name of this organization shall be GFWC Temecula Valley Woman’s Club, Inc., herein referred to as TVWC. TVWC was organized August 28, 1980; chartered with California Federation of Women’s Clubs (CFWC) October 8, 1980; incorporated August 11, 1982; and is a member of General Federation of Women’s Clubs (GFWC).

ARTICLE II—PURPOSE

The purposes of this corporation are as specified in the Articles of Incorporation. The specific purposes of this corporation shall be charitable, as defined by Section 501(c)(3) of the Internal Revenue Code and to improve the educational, ethical, and cultural life of the community. TVWC shall not support sectarian, discriminatory, or partisan organizations or actions, nor engage in the practice thereof.

ARTICLE III—MEMBERSHIP

Section 1. Admission for new members:

New members will be accepted any time during the Club year. Applicant shall attend one

• orientation session by the Second Vice President or her designee or one (1) general meeting prior to being accepted as a member.

Section 2. There shall be the following types of members:

1. Active: An active member is a member who pays dues and attends a minimum of three (3) general meetings during the Club year; such members are to be known as members in good standing. An active member must serve on at least one (1) TVWC Federated committee and serve a minimum of fifteen (15) hours in support of TVWC projects. An active member shall be accorded all privileges of voting, may participate in general meetings, hold office, and attend social functions and committee activities.

• Charter. A charter member is a member who, prior to January 15, 1981, attended at least one (1) TVWC meeting.

• Inactive: An active member may request inactive status because of special circumstances, including but not limited to, lengthy absence from the area, prolonged illness, or physical capabilities where she may not be able to participate in the Club’s fundraising projects. Said request must be presented in writing to the Second Vice President/Membership for presentation to the Executive Board, who will determine the length of inactive status time. Said member shall pay annual dues as specified in Article IV, Section 2 and will retain all the rights of membership, including voting

• Transfers: Any member in good standing of any Federated Woman’s Club may join TVWC by presenting a letter of introduction.

Section 3. All members are responsible for maintaining a personal record of volunteer hours and in-kind donations in support of Federated Committees, Standing Committees, projects, and leadership, and for reporting them to their Committee Chair and the Hours Chair each month.

Section 4. Active members shall be required to support the Annual Holiday Home Tour/Fundraiser by volunteering and/or accepting assignments of specific duties during scheduled time frames. An inactive member is expected to participate in any fundraiser projects when such participation does not conflict with her specific circumstances.

Section 5. Any active member not able to comply with membership requirements, including Annual Holiday Home Tour/Fundraiser, Club meetings and/or TVWC Federated committees, should submit her reason for exemption from such requirements, in writing, to the Second Vice President/Membership for approval by the Executive Board. If a member does not fulfill membership requirements and does not have an approved exemption, she shall be placed on conditional status for one year, after which she shall be either returned to good standing or dropped from the membership roster.

Section 6. Any member desiring to resign during the Club year is requested to notify the Second Vice President/Membership in writing. The Executive Board shall be given notice of the resignation.

Section 7. Termination of Membership. Member(s) whose activities and purposes have proven to be incompatible with the TVWC Bylaws and/or Standing Rules shall be reviewed by the Executive Board with the member(s) and may be removed by a two- thirds vote of the Executive Board.

ARTICLE IV — DUES AND FEES

Section 1. The new member registration fee shall be $11 non-refundable.

Section 2. Dues: The annual membership dues shall be $75. Dues for those who are renewing their membership are payable on or before December 1 and delinquent December 31st. Any member in arrears December 31^st will be assessed an $11 reregistration fee.

New members who join the Club after September 1will be charged a total of $108 to include an $11 non-refundable registration fee, $22 for the current year’s Federation dues, and $75 for the following year’s membership dues.

Section 3. Any member who is in arrears on December 31st will be notified by the Second Vice President/Membership and shall be subject to exclusion from the Yearbook.

ARTICLE V — OFFICERS AND DUTIES

Section 1. The elective officers of TVWC shall be: President, First Vice President/Dean of Chairs, Second Vice President/Membership, Third Vice President/Fundraising and Development, Secretary, Treasurer and Financial Secretary. Term of office for elected officers is one (1) year, with a two-year (2) term limit. The President-appointed TVWC officers shall be Parliamentarian and the Communications and Public Relations Chair.

Term of office for appointed officers is one year, with a three-year (3) term limit. These officers shall serve on the Executive Board.

Section 2. Duties of Elected Officers:

President: The President shall be the Chief Executive Officer of the corporation. She shall preside at Executive Board and all general or special meetings. She shall appoint three members in good standing to read, edit, and approve the minutes at each general meeting. She shall announce the names of the appointed members at the beginning of each general meeting. She shall appoint the Parliamentarian, Communications and Public Relations Chair and all non-elected chairs of standing and special committees.

She shall be an ex-officio member of all standing and special committees, Federated

committees, and affiliated organizations, with the exception of the Nominating Committee, Bylaws Committee and Federated Education Grant Committee. She shall be a member of the Budget and Report Writing Committees. She shall sign checks with the Treasurer for payment of all bills and be a signatory on all bank accounts.

She shall sign all documents required to execute all approved Club activities and projects. She shall be TVWC’s official representative at De Anza District Area D, CFWC, WSR, and GFWC meetings, conference, and conventions.

She shall approve all communication prior to distribution to membership and all outside Club correspondence in a correspondence file, copies of which shall be forwarded to the Webmaster for electronic filing.

First Vice President/Dean of Chairs: The First Vice President/Dean of Chairs shall assume all duties of the President in the event of her absence or disability, including the signing of checks with the Treasurer and approving outgoing correspondence.

She shall be a signatory on all bank accounts.

She shall assume the office of President in the event the President is unable to finish her term of office. She shall serve as Dean of Federated chairs and be an ex-officio member of all Federated committees. She shall not serve on the Nominating Committee or Federated Education Grant Committee. She shall be a member of the Budget and Bylaws Committees. She shall be Chair of the Report Writing Committee responsible for completing all reporting requirements for the year of her term. (See Article VIII, Committees/Sections.) She shall be placed in nomination for President for the ensuing year following the end of the President’s term unless she declines this nomination. In the absence of the President, she shall be TVWC’s official representative at the De Anza District Area D, CFWC, WSR, and GFWC meetings, conferences, and conventions.

Second Vice President/Membership: The Second Vice President/Membership shall receive current and new-member applications and dues as well as all membership fees and assessments. She shall forward to the Financial Secretary all money received. She shall form her own Membership Committee and shall conduct orientation sessions for new members. She shall present membership updates to the Executive Board monthly.

With the aid of the Registrar and Hours Chair, she shall keep an attendance record of all members to ensure compliance with Article III, Section 2.A. She shall be responsible for maintaining a current up-to-date list of all members and their status to be distributed digitally to officers and chairs, as required, and to any member upon request.

At the direction of the Executive Board, the Membership Chair shall notify applicable members of their suspension from membership due to nonpayment of dues or failure to fulfill membership obligations. She shall provide to the Yearbook Chair all new and revised membership information required for the Yearbook. She shall also publish this

information in TVWC’s monthly Newsletter immediately after a new member has joined. She shall be a member of the Budget Committee.

Third Vice President/Fundraising and Development: The Third Vice President/ Fundraising and Development shall provide the ways and means of earning funds for TVWC projects and charities. When warranted, she shall be responsible for review of fundraising projects prior to obtaining Executive Board and/or general membership approval. She shall oversee TVWC approved fundraising and development projects, which may include an Annual Holiday Home Tour and/or Gala. She shall appoint fundraising chairs. She shall report monthly to the Executive Board on all TVWC fundraising and development projects. She shall be a member of the Budget Committee and Chair of the Fundraising and Development Committee.

Secretary: The Secretary shall keep a permanent record of minutes of all meetings and actions of the Executive Board and general membership, in the appropriate digital format, and she will provide them to the Webmaster for electronic filing. She shall provide the President with a draft of the Executive Board Meeting minutes within seven

• days of each Executive Board Meeting. After the President’s review, she shall distribute them to the Executive Board for its approval. A committee of three members shall be appointed by the President at each general meeting to proofread the minutes for that General Meeting. When minutes are not read at the general membership meeting, she shall announce that they are available for member review at any time on the TVWC website. She shall call the meeting to order in the absence of the President and First Vice President and preside until a temporary chair can be elected by those members present. She shall have a current list of active members and a copy of the current bylaws. She shall keep a summary of unfinished business.

The Secretary shall also be responsible for the key to the Post Office box, pick up in- coming mail and distribute to proper destination. She shall read the incoming correspondence that may be relevant at meetings with the necessary enthusiasm and respect but summarize when possible. She shall write letters as may be directed by the President and shall be responsible for the distribution of the Club’s stationery and envelopes when appropriate. All outgoing correspondence shall be approved by the President or, in her absence, First Vice President/Dean of Chairs.

Treasurer: The Treasurer shall be responsible for all TVWC funds deposited in the bank or banks approved by the Executive Board. She shall pay all bills, after approval by the President or, in her absence, First Vice President/Dean of Chairs. Checks shall be signed by the Treasurer and President, or in her absence, the First Vice

President/Dean of Chairs. She shall serve as Financial Secretary for at least one term before becoming Treasurer.

She shall be Budget Committee Chair. The Budget Committee shall include the President, First Vice President/Dean of Chairs, Second Vice President/Membership,

Third Vice President/Fundraising and Development, Financial Secretary and Immediate Past President (only for the first year following her presidency). As soon as the proposed budget is established, she shall submit the proposed budget to the Executive Board and general membership for approval.

She shall prepare and keep all financial transactions, records and reports in accordance with General Accepted Accounting Principles (GAAP), the Financial Accounting Standards Board (FASB) and any other official accounting pronouncements that shall apply to TVWC’s financial reporting responsibilities and requirements. She shall prepare the Sales Tax Report, the Statement of Domestic Non-Profit Corporation, and the Registration Renewal Fee Report to the Attorney General of California (RRF Report).

She shall ascertain and pay all taxes. Tax return forms shall be prepared by an outside accounting firm upon the recommendation of the Treasurer and the approval of the Executive Board. She shall balance and prepare TVWC books for a March audit.

Preliminary findings of the audit report shall be presented by the auditor to the Treasurer, President, First Vice President/Dean of Chairs and Financial Secretary in April to address any outstanding issues. The final audit will be reported to the Executive Board and membership in May. She shall be a signatory on all bank accounts.

She shall submit the monthly Financial Statements, including but not limited to Statement of Financial Position, Statement of Activities, Journal Entry List, Bank Reconciliation, Budget vs Actuals and Statement of Cash Flows to the Executive Board. A copy of the financial statements along with an accounting of committees’ project balances shall be given to the Secretary at the general meeting and they shall become an attachment to and part of the official minutes. Additionally, she shall include a copy of the Financial Statements in the Club newsletter as an attachment. She shall notify the First Vice President/Dean of Chairs and committee chairs monthly of funds available in each committee. All financial statements shall be kept a minimum of seven years and archival reports should be placed in appropriate storage. Copies of financial statements shall be kept on digital format, as appropriate.

She shall close the Club’s books at the end of each fiscal year on December 31. She shall accrue for uncollected funds and unpaid obligations for the current year that have not been received or paid. Members shall make every effort to deliver any Club funds to be deposited to the Financial Secretary no later than December 23. Members shall make every effort to deliver any outstanding invoices or reimbursement requests to the Treasurer no later than December 23. If it is impossible to provide the actual funds, invoices or reimbursement requests by that date, then members shall diligently provide the best estimate of those transactions to the Treasurer by December 23 so that they may be properly accrued for and appropriately reflected in the Club’s financial statements.

Financial Secretary: The Financial Secretary shall receive all incoming TVWC funds.

She shall promptly deposit funds received in a bank or banks approved by the Executive Board. She shall keep a current binder detailing funds received and she shall prepare her books for a March audit. She shall be a member of the Budget Committee. When possible, she shall be placed in nomination as Treasurer for the ensuing year. She shall be responsible for matters concerning TVWC insurance coverage, including obtaining certificates of insurance when required. All financial reports shall be kept a minimum of seven years and archival reports should be placed in appropriate storage. Copies of financial reports shall be kept on digital format, as appropriate.

Section 3. Duties of Appointed Officers:

Parliamentarian: The Parliamentarian shall act as advisor to TVWC on parliamentary procedure and shall be responsible for keeping the Bylaws current. She shall keep a complete file of all motions presented to the Executive Board and the General Membership, noting their disposition, in the Parliamentarian Manual. She shall keep individual monthly ballot forms until the annual audit has been completed for the previous year, after which time they may be destroyed. She shall be advisor to the Bylaws and Nominating Committees. She shall call the first meeting of these Committees and attend all meetings to give advice on procedure, as required. She shall receive all proposed motions for presentation to the Executive Board, submit recommended motions for publication in the Newsletter, post on the website, and prepare ballots for general membership meetings.

Communications and Public Relations: The Communications and Public Relations Chair and her Committee are responsible for all external information brought before the public and shall be in charge of publicity for all TVWC projects and activities. The Webmaster and the Photographer are members of the Communications and Public Relations Committee and therefore work in conjunction with the Chair. The Communications and Public Relations Chair and the Club President will be notified by the Photographer of any photo requests from TVWC members and/or TVWC Committee Chairs. The Communications and Public Relations Chair will consult with and/or notify the Club President and Webmaster of any changes for the website as well as Facebook, and other social and print media. TVWC members and Committee chairs will notify the Club President and the Communications and Public Relations Chair of photo and website requests. All outgoing information, photographs, and graphics must receive final approval by the Club President.

ARTICLE VI — NOMINATIONS AND ELECTIONS

Section 1. Nominations:

1. The Nominating Committee shall consist of five (5) active members. The President shall appoint two (2) members and one (1) alternate member from the Executive Board in the May board meeting. Three (3) members and two (2)

alternates shall be selected from the general membership at the May meeting. Committee members who do not attend the first meeting of the Nominating Committee shall be permanently replaced by an alternate.

• Nominating Committee members shall have been active TVWC members for at least one (1) year. A member shall not serve on the Nominating Committee in consecutive years. The Committee shall meet during the months of June 1 to September 1, unless the Executive Board directs otherwise.

• The Parliamentarian shall call the first meeting of the Nominating Committee, instruct the committee in their duties according to the Bylaws, and act as advisor to the committee. The committee shall elect its own Chair. The Parliamentarian shall attend meetings of this committee; however, she is not a member unless elected to the Committee at the general membership meeting each May.

• A Nominating Committee member’s name may not be placed in nomination for an elected office unless she is already an existing Executive Board member.

• The nominee for President shall have served as First Vice President/Dean of Chairs or shall have served one (1) year on the Executive Board. She shall not be eligible to hold this office for more than two consecutive terms.

• The nominee for First Vice President/Dean of Chairs shall have served one year on the Executive Board.

• Executive Board nominees and appointees for the other offices shall have been TVWC members in good standing for at least one (1) year and shall not be eligible to hold the same office for more than two consecutive (2) terms, not to exceed two years; with the exception of the Parliamentarian and Communication and Public Relations Chair, who may be reappointed for up to two (2) additional terms, not to exceed three (3) years. When possible, the Finance Officers (Treasurer and Financial Secretary) shall be replaced in alternate years so that one experienced officer remains each year.

Section 2. Election:

1. The Nominating Committee shall present names of candidates for office to the Executive Board in October and, if approved, the Board shall notify the general membership in the October newsletter. If names of nominees are known prior to October, the Nominating Committee shall announce them. Nominations from the floor must have the nominee’s written consent to serve. Elections shall be held at the October general membership meeting.

• Fifty-one percent (51%) of members in good standing must be physically present, or fifty-one percent (51%) of the membership must respond electronically, in order to hold an election. A majority vote of those members shall elect. When there is more than one candidate for an office, the balloting shall be done following the close of nominations. The Tellers Committee (formed by three tellers selected by the President before the vote is taken) shall retire from the (in-person) meeting for the count. The (in-person) assembly, by unanimous consent, may dispense with the ballot when there is but one (1) candidate for each office; then election may be by voice or hand. The Tellers Committee may verify all electronic votes received by the Parliamentarian.
• There shall be no proxy voting or absentee ballots.
• The Executive Board shall be installed in December and their duties shall begin January 1 and shall continue until December 31 of the same year.

ARTICLE VII — EXECUTIVE BOARD

Section 1. Officers:

1. The business and affairs of this corporation shall be managed under the direction of the Executive Board, except as may be otherwise provided in these Bylaws or the Articles of Incorporation.

• The Executive Board shall consist of the elected and appointed officers.

• Each officer shall be responsible for preparing and maintaining a description of the duties and a list of qualifications required for her position. This shall be distributed to the Nominating Committee prior to their meeting.

Section 2. Meetings:

1. The President shall set the time of Executive Board meetings.

• Executive Board members shall be required to attend all Executive Board and general meetings to the best of their ability, in person or virtually. Consideration for non-attendance will be given for family/medical emergencies.

• A majority of members of the Executive Board, authorized by the Bylaws constitutes a quorum for the transaction of business.

• A special meeting may be called by the President in the event of emergency, either in person or virtually, and/or may take a virtual or voice vote. Emergency business transacted must be ratified and included in the minutes at the next regular Executive Board meeting.

• Executive Board meetings are open to all members. Prior reservations are required.

• The newly elected Executive Board may hold a planning meeting prior to the new Club year.

Section 3. Vacancies:

Any vacancy occurring in an elective office shall be filled for the remainder of the term by two-thirds (2/3) vote of the Executive Board, except the office of President, in which case the First Vice President/Dean of Chairs shall assume the office of President, pursuant to Article V. This action shall be ratified by TVWC members at the next general membership meeting.

ARTICLE VIII — COMMITTEES

Section 1. Committees, In General:

1. All committees become active at the beginning of each Club year. Newly formulated committees may become effective at any time during the Club year.

• Committee chairs are responsible for maintaining a record of volunteer hours and in-kind donations in support of Federated committees, standing committees, projects, and leadership, and for reporting them to the Second Vice President/ Membership.

• Committee chairs of established committees shall have been active members of the Club for a minimum of six (6) months.

• Fifty-one (51%) of the committee must be present or vote virtually to establish a quorum for the transaction of business, except as specified in Section E.

• Projects that are $500 or less may be approved by a consensus vote of the majority of members present at a committee meeting.

Section 2. Federated Committees:

1. TVWC Federated committees will coincide with those suggested in the current GFWC and CFWC procedure books.

• New TVWC Federated committees may be established by individuals who have been active TVWC members in good standing for a minimum of one (1) year with Executive Board approval.

• Prior to approval of a new TVWC Federated committee, a mission statement must be prepared and presented to the Executive Board, together with a list of ten

(10) members participating who will contribute a minimum of ten (10) hours each for the first year.

• Any TVWC Federated committee may establish projects in support of local charities in our communities or to promote friendship among our members.

Section 3. Standing Committees:

Standing Committees administer the business of TVWC.

1. Audit: In March, the Auditor will examine the financial records of the Treasurer and Financial Secretary for the previous calendar year. The examination of the financial records may be examined by a committee of up to three (3) members. The committee would be chaired by the Auditor and include two club members who are not current Elected Officers and are familiar with bookkeeping. Preliminary findings of the audit report shall be presented by the auditor to the Treasurer, President, First Vice President/Dean of Chairs and Financial Secretary in April to address any outstanding issues. The final audit will be reported to the Executive Board and Membership in May. In emergencies, this may be done electronically.

• Bylaws: The Bylaws Committee shall consist of five (5) members and be formed at the May general meeting of the Club year. The Parliamentarian shall serve as Advisor to the Committee. The President shall appoint two (2) members, one of which shall be the First Vice President/Dean of Chairs and one (1) alternate from the Executive Board. Three (3) members and two (2) alternates in good standing for one

(1) year shall be selected from the general membership. Members of the Bylaws Committee (with the exception of the Parliamentarian) may not serve consecutive years. The Parliamentarian shall call a meeting(s) of this committee (in person or in emergencies virtually/electronically) at least annually for the purpose of reviewing TVWC’s Bylaws. The Parliamentarian shall attend all meetings of this committee but is not a member unless elected to the Committee at the general membership

meeting in May. All proposed amendments will be published in the October Newsletter, posted on the website and voted on at the October general membership meeting.

• Club Merchandise: Chair is in charge of placing members’ orders of Club merchandise and delivering the orders to the members.

• Communications and Public Relations: The Communications and Public Relations Committee shall be responsible for all information brought before the public, including Facebook and other social media, and shall be in charge of publicity for all TVWC projects and activities, upon receiving the approval of the President.

Other duties of the Committee are found in Article V, Section 3.

1. Electronic Communication: The Chair and her committee send emails or other electronic communication to the membership when the need arises, upon approval of the Club President.
   1. Photographer: The Photographer and her committee are responsible for taking pictures at general meetings and other Club events. This committee is a part of the Communications/Public Relations Committee.

• Federated Education Grant Committee:
  • This committee shall be comprised of two (2) Executive Board Members (with the exception of President and First Vice President/Dean of Chairs) and five (5) general membership members in good standing for at least one (1) year.
  • The committee is responsible to receive and review all Federated Committee grant applications for educational programs. Those programs approved will be awarded specified funds, based on educational merit and funds available as determined by the committee. The approved application shall be forwarded to the Executive Board for approval before submitting to the general membership for final approval.
  • Education Grant Funds must be used in the year awarded or a liability must be established prior to year-end, in order to use the funds in the following year.

• Federation: The Federation representative shall inform members on Federation affairs. She shall be responsible for all conference and convention reservations. She shall be responsible for responding to invitations received by TVWC from other clubs within CFWC, and conveys news/items of interest about CFWC and GFWC.

• Financial: This committee shall be comprised of the Treasurer and Financial Secretary and addresses issues related to the finances of the Club and makes recommendations to the Executive Board.

• The Historian shall oversee the electronic archival storage of the following current documents: Club minutes, Club newsletters, Club reports, Home Tour

brochures, and Fundraising articles/documents which will be kept as a historical documentation of TVWC. She will also collect any Club artifacts, awards, plaques, trophies, certificates, etc. deemed worthy of safekeeping and place them in storage at The Temecula Valley Museum. She is encouraged to write Club newsletter articles and/or give brief Club presentations pertaining to the history of GFWC, CFWC, and/or TVWC.

1. Hospitality and Protocol: The Hospitality and Protocol Committee shall arrange for meeting facilities, meals, guests, equipment, tables, linens, and other meeting necessities. The committee shall assist the Budget Committee in determining general meeting revenues and expenses for the next fiscal year budget. The Hospitality and Protocol Chair shall arrange the head table at each regular meeting, according to GFWC protocol, and welcome special guests. She shall chair the Hospitality and Protocol Committee. She shall negotiate facility rental agreements/permits for General Meeting space for approval by the Executive Board.

• Hours: The Hours Chair shall receive and be responsible for maintaining a current record of all volunteer hours and shall distribute this information to Officers and Chairs, as required.

• Membership: The Second Vice President/Membership shall be responsible for preparing and maintaining a current up-to-date list of all members and, with the aid of the Registrar and Hours Chair, maintain a current membership attendance file. She shall arrange for committee members to be at the door at each general meeting to serve as official hostesses.

• Newsletter: The Newsletter Committee shall be responsible for collecting information, typing, publishing transmitting the monthly newsletter, via electronic or other means.

• Program: The Program Committee shall have charge of the programs of the general meetings.

• Properties: The Properties Chair shall keep a current list of all TVWC equipment and supplies and location of same.

• Registrar: The Registrar Committee shall have each guest and member register at the general meeting and collect the general meeting fee. She shall notify the Parliamentarian at each meeting of the membership attendance to confirm a quorum. She shall furnish the Second Vice President/Membership with a monthly attendance report. The Registrar shall be responsible for notifying any member of past due general meeting fees pursuant to the Standing Rules.

• Report Writing: The Report Writing Committee shall be composed of, but not limited to, the First Vice President/Dean of Chairs, the Dean-elect, and the Immediate Past President. TVWC’s Federated committee chairs shall complete their committee’s reporting requirements and submit them to the Report Writing Committee by a designated deadline. The Report Writing Committee shall be responsible for review and revision, and subsequent transmission of the reports to the District Federated chairs, pursuant to deadlines established each year.

• Telephone: The Telephone Chair is responsible for incoming phone calls to the Club. She answers any telephone inquiries about the Club. She takes messages and relays them to the pertinent elected officer and/or committee chair.

• Yearbook: The Chair of the Yearbook Committee, which shall include the President and Second Vice President/Membership, shall collect data and arrange for publication and distribution of the Yearbook in February.

Section 4. Special Committees:

1. The Major Fundraising & Development Project Committees: The Chairs of these committees shall be appointed by the Third Vice President/Fundraising & Development. The Chairs of these committees, with the Third Vice President/Fundraising & Development, shall prepare estimated budgets for Executive Board approval no later than April of each year and shall be responsible for preparing/presenting monthly fundraising & development project progress reports for the Executive Board and to the General Membership. The Chairs and the Third Vice President/Fundraising & Development shall prepare all contracts for review by the Executive Board and obtain appropriate signatures for all events as needed. The Fundraising & Development Committee shall have the duty of raising funds for TVWC approved fundraising & development projects and charities. Dates for all fundraising events shall be approved by the Board and presented to the membership.

• Such other standing and special committees or appointees shall be appointed by the President as deemed necessary.

ARTICLE IX — MEETINGS AND QUORUM

Section 1. General meetings of TVWC shall be held the fourth Thursday of the month, January through December, excluding the months of July and August, unless otherwise ordered by the Executive Board.

Section 2. The general meeting on the fourth Thursday in January shall be known as the annual meeting.

Section 3. Fifty-one percent (51%) of those members in good standing, three (3) of whom are Officers of the Club, shall constitute a quorum for the transaction of business and for any general meeting to be official. There shall be no proxy voting or absentee ballots.

Section 4. Special Meetings, Including Electronic Meetings, Motions and Voting.

1. Special Meetings. Special meetings, including electronic meetings, of the general membership shall be held at the notification of the TVWC President for the purpose of transacting business or voting on a motion(s) requiring general membership vote for the transaction of business.

• Motions.
• General Motions. The Parliamentarian shall post to the Board all motions to be reviewed and recommended for the general membership. Once approved by the Board, motions shall be posted on the TVWC webpage members site, placed in the monthly newsletter, and sent electronically to the general membership, to be voted on at the next general meeting. Information regarding the motion, including the primary contact within TVWC, shall be provided to the membership.
• Emergency Motions. These motions, deemed by the Executive Board as “immediate action required of the membership,” shall comply with this Section but voting may be conducted electronically with the results completed and announced within reasonable a timeline designated by the Executive Board. .

• Quorum. Should a quorum not be met during a virtual meeting of the Executive Board, general membership, or any committee, a quorum may be met for voting purposes electronically.

• Voting. Votes taken electronically shall be considered anonymous to the general membership but kept in the Parliamentarian’s records for retention.

If necessary, the count may be verified by a teller, appointed by the President. This teller is also to consider electronic votes as anonymous. Vote tallies shall be announced to the general membership within a day of the designated deadline for electronic voting. Results completed between general meetings shall be reflected within the minutes of the next general meeting.

• Electronic Committee meetings shall be held at the discretion of the Committee Chair.
• Committee Chair(s) shall post motions electronically to their committees for their review, comment and vote.

• Committee Chairs conducting electronic voting shall report the vote outcome in the following month’s next committee minutes.

ARTICLE X — FINANCES

Section 1. Fiscal year shall be January 1 through December 31.

Section 2. All charitable donations made in the name of TVWC must be approved by the general membership except for donations of $500.00 or less, which are funded from established Federated Committee accounts. Donations will only be distributed to nonprofit foundations, 501(c)(3) corporations or other organizations which are organized and operated for charitable purposes and meet the vision and mission of TVWC.

Section 3. All funds raised by TVWC for the Club’s Annual Special Project and/or community improvement projects shall be deposited into a designated account approved by the Executive Board until actual distribution. At that point, the principal may be donated to the applicable project. All accrued interest will be deposited into TVWC’s General Fund. If the project is not completed within two years of initial funding, the TVWC committee responsible shall submit a motion to the general membership recommending an alternate disposition of the principal funds.

Section 4. No indebtedness in the name of TVWC shall be incurred by any member without the recommendation of the Executive Board and approval of the general membership.

Section 5. All Federated committees may utilize all funds received in the calendar year or a liability must be established unless designated for a specific purpose in a subsequent year. Any committee funds, revenues, and expenditure account balances unused at the end of the year will roll into the following year. Every effort will be made to budget the new year with each fund’s year-ending balance for the coming year, as Club needs allow.

Section 6. TVWC shall secure and maintain a permanent safe deposit box at a bank approved by the Executive Board.

Section 7. Investment of any TVWC funds must be approved by the Executive Board and voted on by the general membership. Interest on those investments shall be credited to the General Operating Fund.

ARTICLE XI — PARLIAMENTARY AUTHORITY

Section 1. Robert’s Rules of Order Newly Revised, latest edition, shall be the parliamentary authority for all meetings of the Executive Board and General Membership, except as they may conflict with these Bylaws or the laws of the State of California.

ARTICLE XII — AMENDMENTS

Section 1. These Bylaws may be amended or repealed, or new bylaws adopted at any general or special meeting of TVWC by a two-thirds (2/3) vote of those members present, written notice of same having been given prior to the day of voting (TVWC Newsletter and Website) or having been read aloud at the general or special meeting prior to voting.

For the purpose of a vote on the issue of these bylaws, a quorum may be met for voting purposes electronically.

Section 2. In addition to any changes to the bylaws adopted during a fiscal year, the Bylaws shall be reviewed by the Bylaws Committee every year and any proposed amendments shall be published in the October newsletter, posted on the website and voted on at the October general meeting.

ARTICLE XIII —DISSOLUTION

The property of this corporation is irrevocably dedicated to charitable purposes and no part of the net income or assets of this corporation shall ever inure to the benefit of any director, officer, or member thereof, or to the benefit of any private person.

Upon the dissolution or winding up of the corporation, its assets remaining after payment or provision for payment of all debts and liabilities of this corporation shall be distributed to a nonprofit fund, foundation, or corporation which is organized and operated exclusively for charitable purposes and which has established its tax-exempt status under Section 501(c)(3) of the Internal Revenue Code. The Club Treasurer shall be responsible for executing the procedures.

Amended:

May 1982,October 1983, October 1984, October 1985, October 1986, October 1987,

October 1988, October 1989, October 1990, October 1991, October 1992,October 1993,

October 1994, October 1995, October 1996, Oct/Nov 1997, October 1998, October

1999, October 2000, October 2001, October 2002, October 2003, October 2004,

October 2005, October 2006, October 2007, October 2008, October 2009, October

2010, Oct/Nov 2011, October 2012, October 2013, October 2014, October 2015,

October 2016, October 2017, October 2018, October 2019, October 2020, November

2020 (Electronically), June 2021, October 2021

tronically), June 2021, October 2021