By-Laws for Las Vegas Chapter of Hadassah and Tikvah Group, 1993

Hadassah By-Laws BY-LAWS FOR LAS VEGAS CHAPTER OF HADASSAH and TIKVAH GROUP The following By-Laws are to be used in conjunction with the Chapter Constitution. The By-Laws are a written statement of the Chapter's Rules of Procedure. ARTICLE I CHAPTER COMPOSITION AND MEMBERSHIP DUES 1. Composition A. The Chapter shall consist of a minimum of fifteen (15) paid-up members of the National organization of Hadassah. B. A Chapter should be divided into Groups when its membership attains five hundred members. This Provision may be changed by National Hadassah di recti ve. 2. Annual Membership Dues Each qualififed person desiring to become a member of National Hadassah shall pay the annual membership dues fixed by the National Board and ratified by the National Conventi on. 3. Life Membership Dues Each qualified person desiring to become a life member of National Hadassah shall pay to the Chapter a one-time payment in the sum fixed by the National Board and ratified by the National Convention. Dana 1 Hadassah By-Laws ARTICLE II OFFICERS. BOARD OF DIRECTORS. AND TERMS OF OFFICE J. Elections The proposed slate of Officers recommended by the Nominating Committee shall be presented to the general membership at a meeting in FEBRUARY and printed in the March bulletin no less than (thirty) 30 days prior to - the April General Meeting, which is the Election of Offi cers. B. Elections shall be held at the April general meeting. C. Qualifications for President: 1. Any nominee who has served on the current Board of Directors for a full term. 2. A nominee cannot be an elected Officer of any other organization: i.e ORT, BBW, Sisterhood, Pioneer Women. 2. Installation of Officers The elected officers shall be installed in May. 3. Terms of Office The term of office for each of the Officers of the Chapter shall be for one (1) year, and one person may serve in the same office for no more than three (3) consecutive years. An exception can be made by unanimous decision of the Board. The term of office shall begin on the first day of the new fiscal year, June 1st. 4. Vacancy in Elective Office Page2 Hadassah By-Laws Vacancies which occur in an elective office of the Chapter shall be filled by appointment by the President with approval of the Executive Board of Directors. The replacement officer serves out the unexpired term of the previous incumbent. If more than one-half of the remaining term is filled by the replacement officer, this constitutes a full term of office. 5. Chapter Board of Directors A. Chapter Board of Directors shall consist of the elected officers of the Chapter, immediate past President of the Chapter, the current President/s of Group/s if any, and all duly appointed Activity Chairmen, whose terms of office shall be the same as in Item 3 of this Article. Activity Chairmen shall be appointed and begin functioning on the first day of the new fiscal year. 3. A person occupying any paid position with the Chapter or Group may not serve on its Board. 6. Chapter Executive Committee The Chapter Executive Committee shall consist of the elected Officers of the Chapter, the immediate past President, and the President of the Group/s, if any. 7. Outgoing President The immediate past President of the Chapter shall be a voting member of the Chapter Executive Committee and the Chapter Board of Directors for one (1) year immediately following the expiration of her term of Page 3 Hadassah By-Laws office. After the expiration of that year, the immediate, past President shall, remain a member of the Board of Directors without vote, unless she shall be entitled to a vote by virtue of holding a Chapter, portfolio. 8. Automatic Vacancy on Chapter Board of Directors A position on the Chapter Board of Directors shall automatically become vacant when a Board member absents herself for three (3) consecutive meetings. .(.The President has discretion of excusing Board Members.) Such Board member shall be notified by the President in wri t i ng . ARTICLE III DUTIES OF OFFICERS 1 . Presi dent A. Formulates Agenda for meeting. B. Presides over Executive Board and General meeti ngs. C. Is an ex-officio member of all Committees except Nominating Committee. D. Appoints all Activity Chairs and other Board members. E. Motivates Vice-Presidents to work and communicate with their committees. (Does not do the Vice- President's job for her.) F. Mingles at meetings, greets new members and guests. Page 4 Hadassah By-Laws G. If there is a Presidents' Council in her area-she sits as a member of that Council representing her Chapter. H. Represents her Chapter at' Community events and special meetings after checking with Region.(i.e. Women's Conference of Federation etc.) I. Attends Region Mid-Winter and Mid-Summer Board Meetings and other functions like Education Day, Conference etc as an official delegate. J. The President may appoint a Vice President to preside at an Executive Board or General meeting. 2. Organization Vice-President Not all Chapters have an Organization Vice President. However it is an excellent idea because her duties are to help the President however possible. In some chapters the Organization Vice President duties are: A. Finds a place for meetings and coordinates the refreshments. B. Calls people who will be on the agenda for the next meeting. C. Collects articles for the Bulletin Editor and reminds people when these articles are due. D. Makes special phone calls for the President. E. Sits on the planning committeee of special projects. F. Shall be responsible for the strengthening of the Chapter and assisting in the formation of new Page 5 Hadassah By-Laws groups. 3. The Treasurer A. The Treasurer, as custodian of all Chapter & /or Group funds, shall be responsible for collecting, safeguarding and disbursing Chapter/Group funds. B. The Treasurer shall maintain a bank account in the name of the Chapter and all Chapter funds shall be deposited in this account except for Major Gifts. A Chapter may maintain only one (1) bank account. C. The Treasurer shall be responsible for remitting funds to National Hadassah, monthly with proper forms for membership and projects. Keeps receipt in file as proof of remittance. D. The Treasurer shall be responsible for setting up and maintaining an accounting system itemizing Chapter receipts and disbursements. E. The Treasurer shall issue an official receipt for all monies collected in the name of the Chapter. F. The Treasurer may disburse Chapter funds only with the approval of the President and the Board of Directors and members cannot make purchases without prior Board approval, if they desire reimbursement. G. The Treasurer must sign al1 Chapter checks which must be countersigned by the President or one (1) other duly authorized officer of the Chapter, i.e. Financial Secretary, Organization Vice President. Page 6 Hadassah By-Laws H. The Treasurer shall submit a financial statement of receipts and disbursements for each month to the Chapter Board of Directors and at the close of the fiscal year she shall submit a complete financial statement for the Year. I. The Treasurer shall be responsible for completing the Chapter's Financial Report required by National Hadassah, which shall be sent to National Hadassah together with a copy of the audit of the financial statements referred to in ARTICLE IV-5 of the By- Laws . J. The Treasurer shall be responsible for completing the proposed budget required by region. 4. Fundraising Vice President A. Shall assist the President in carrying out the total program of the Chapter/Group. B. With committee, plans fund-raising events for the year. Reports these suggestions to Board members. Gets approval for dates and types of events. (If Board does not approve an event- goes back to Committee with Board suggestions.) C. Works with any special chair people appointed by President for Special Events, i.e., Youth Aliyah, H.M.O., H.I.E.S., etc. D. Has control over Tribute Fund Chair, Cook Book, Calendar, Eye Bank, Scrip, Entertainment Books, etc. In other words these chairs should report to Page 7 Hadassah By-Laws Fund Raising Vice President as to monies taken in for these projects so she can have a complete record of the Fund Raising done by the Chapter. E. She should understand the.Donor system and help Donor Recorder explain Donor to the Membership. If there is a Donor Event, the Fund Raising Vice President works with the Donor Event Chair on this event. 5. Membership Vice President A. Shall assist the President in carrying out the total program of the Chapter/Group. B. Responsible for meeting Chapter Membership Goals. C. Responsible for Membership events when held. D. Stimulates and recruits new members all year long. E. Coordinates integration and retention. F. Works with Life Membership Chair. G. Checks with Financial Secretary monthly for updated paid up members. H. Checks guest list at each meeting to announce names of guest and/or any new members present. (All the above mentioned chairs are on the membership committee and help in the planning and functioning of all membership events.) i.e., Life Membership, Financial Secretary, Integration and Retention. Also at times Program V.P. and Hospitality chairs are invited to the Commi ttee. 6. Program Vice President Page s Hadassah By-Laws A. Shall assist the President in carrying out the total program of the Chapter/Group. B. Works with President and Vice Presidents to set up calendar for the year. ? C. Chairs the Program part of meeting and/or event. D. Arranges for Program (i.e, Speaker, entertainment, etc. ) E. Sends Speaker a confirmation of date, time and place with directions for getting to the place of the meeting. F. Arranges for the necessary equipment, i.e. microphones, water, podiun, chairs, etc. H. Works with Bulletin editor on notice about program (or if there is to be a special flier or invitation, she handles it. ) I. Presents program ideas to the Board for approval. If the Speaker is a controversial figure or politician, she checks with region or national program department regarding use. J. Introduces the Speaker or Program. K. Writes a personal thank-you note to the speaker following the meeting. (Even if some chapters have a correspond!'ng secretary wiho does this for the President, it never hurts to get more thank-yous. Better than none.) L. Works with Vice Presidents on their events. 7. Education Vice President Page 9 Hadassah By-Laws A. Shall assist the President in carrying out the total program of the Chapter/Group. B. At every Board and Regular meeting there should be some education report. . It can be very short, if ? I there is a very full agenda; and longer when there is something of vital importance to transmit. The Education Chair should have on her committee: a Zionist Affairs Chairman, American Affairs Chairman, Womens' Conference Representative. C. She is the Jewish Education person. Each member of her committee should be asked during the year to give a report and to write something for the bulletin. D. In some Chapters the Education Vice President is asked to plan the program for one (1) meeting, i.e. American Affairs in October, before elections, etc. E. After Hadassah Conventions she should be sure the Membership is aware of the Resolutions that have been passed by National regarding special issues. F. She should work with the Fund Raising Vice President to be sure that the membership has Hadassah Education about the projects in Israel and in the U.S. (Hashachar, etc.). 8. Recording Secretary A. Shall have the responsibility of maintaining complete records of minutes of all Chapter, Board of Directors and Executive Committee meetings. i Pagel0 Hadassah By-Laws B. Shall be custodian of all records not specifically assigned to other Chapter Officers or Activity Chairwomen and make certain the Minutes Book is at each Board meeting. C. All minutes shall be completed in quadruplicate (4) Regional President, Region Advisor, President and Chapter records and mailed to respective parties. D. The President should have her copy well in advance % of the next meeting, so she can make up her agenda for the meeting. 9. Corresponding Secretary A. The Corresponding Secretary shall have the responsiblity of sending to those concerned, notice of Board of Directors meetings. B. The Correspond!'ng Secretary shall attend to all correspondence of a general nature as directed by the President. 10. Financial Secretary A. Sends out Membership bills at the beginning of fiscal year. B. Checks National Printout to be sure addresses are correct and members and Life members are listed correctly. Sends notice of all errors to National. C. Holds National three-part membership cards until member pays and then gives check and proper card to Treasurer to send as instructed. Page 1 Hadassah By-Laws D. Collects dues at meeting and keeps accurate list as to who has paid. E. After two (2) billings, slhe sends a list of names and phone numbers to Membership Vice President. Retention and Integration chairs to phone or contact for dues or information. Sends names and addresses of new members to President, Bulletin editor and anyone else on the Board who needs to have them. Makes sure the names are added to the Membership Roster. Group needs to get their names to Chapter. F. Group Financial Secretary must collaborate with Chapter Financial Secretary. Works wi th the Membershi p Vice Presi dent on Membershi p event and sits at the door to col 1ect dues. Activity Chairwomen and Chairs 11. Integration and Retention Chairs Work closely with Membership Vice President, but also works with all of the other Vice Presidents. She helps integrate members on to their committees. A. Responsible for calling women who have not renewed their membership, (should report any problems to the President) B. Mingles at meetings and makes contact with women who seem to be alone. C. Discusses with old and new members their interests and tries to place them on committees to integrate them into the work of Hadassah. Page 2 Hadassah By-Laws D. Stays in contact with women who are no longer on the Executive Board but who want to stay involved. E. Sometimes helps to set up interest groups for women who cannot attend meetings but who could get together at some other time. 12. Donor Recorder A. Works closely with Fund Raising Vice President, Tribute Chair, Cook Books, Calendars, Entertainment Books, Scrip, Eyebanks and any other fund raising chai r. B. Keeps a log with every members name, address and phone number, and records each individual's page with donor credits. C. Records all donor credit turned in by the various chairs. Keeps the letter or notice from that chair as backup for information if called by the donor. D. Co-ordinates one mailing the first week of May to inform all members in writing of their donor earned and- to remind them of a May 31st cut-off day. E. Informs President and Chairwomen of Donor Event of the names of people who have completed their donor pledge. Works with Donor Chair on Donor Event. 13. Tribute Chair A. Brings selection of Tribute cards and certificates to every meeting. It is suggested that a board be made up with samples stating price of each item. Page 3 Hadassah By-Laws B. Keeps a list of each purchase and collects money from buyer. The money is given to the treasurer immediately, the list with the amount of donor earned is sent to donor recorder. C. Check information regarding new cards and new year cards etc. with President's manual forms and bring request to Board for permission to have Treasurer order from National. 14. Public Relations and Hospitality. A. Provides a sign-in sheet at each meeting for guests and members. (a) One for new people attending for the first time who would like to leave name, address and phone number, so they can receive flier for the next meeti ng. B. Provide name tags for the officers and activities chairs and blank name tags for other members and guests. C. Help with phoning for meetings and special events. (In other words, spread the word about the chapter's acti vi ti es.) D. Notify President and/or proper chair regarding changes of address, phone and other special si tuati ons. E. In some chapters you can notify local newspapers about special events. Portfolio Records Page 14 Hadassah By-Laws All Officers and Activity Chairwomen shall, upon their retirement, turn over all of the records relating to their portfolios to their successors in good order. ARTICLE IV FINANCE 1. Fiscal Year The fiscal year of the Chapter shall be from June 1st May 31st. 2. Tranmsmitting Funds to National Hadassah It is the responsibility of the Chapter to transmit funds to National Hadassah on a monthly basis. Allocations must be approved by the Chapter Board of Directors. A. The Chapter shall transmit all project funds to National Hadassah accompanied by the appropriate remittance forms, indicating the projects to which the funds are to be applied. B. The Chapter shall collect the annual and Life membership dues established by National Hadassah, and shall transmit to National Hadassah the portion of the annual membership dues fixed by National Hadassah and the total amount of life membership dues. Group collects dues and transmits them to the Chapter. C. The Chapter shall finance its operations from the proportion of the annual and life membership dues allocated to it by National Hadassah and, if Page 5 Hadassah By-Laws necessary, through fund-raising activities approved by National Hadassah for administrative purposes. 3. Authority to Bind Chapter Chapter funds may be collected and disbursed only by' such persons as are authorized by the Board of Directors, and contracts may be entered into and debts incurred on behalf of the Chapter only upon authorization of the Board of Directors. 4. Region Dues The Chapter shall pay such dues to the Region as are approved by National Hadassah and the Region from its local administrative funds. 5. Audited Report The Chapter shall have its Annual Financial Statement audited by an independent Accountant. 6. Bonding The Treasurer of the Chapter and persons of the Chapter handling money shall be bonded as indicated in the National blanket policy. ARTICLE V MEETINGS 1. Notice of Meetings Written notice of all Chapter meetings must be sent to the general membership at least ten (10) days in advance of the meeting (due to inflationary costs, Chapter Bulletin or flier will serve as meeting notice), except for meetings at which Constitutional and By-Laws are to Page 6 Hadassah By-Laws be voted upon, and then thirty (30) days advance notice of such meetings must be givem. 2. Chapter Meetings Chapter meetings shall be held' regularly on the 3rd" Monday of the month, unless there is a Holiday or special function. 3. Chapter Board Meetings The Board of Directors shall meet regularly on the 1st Monday of the month, unless tfriere is a Holiday or special function. 4. Chapter Executive Meetings The Executive Committee shall meet at the call of the President or a 2/3 majority of the membership. ARTICLE VI QUORUM 1. A quorum to be held at meetings to conduct the Chapter's business shall be as follows: A. Board of Directors Meetings One-third (1/3) of the members of the Board of Directors shall constitute a quorum. B. Executive Committee Meetings Two-thirds (2/3) of the members of the Executive Committee shall constitute a quorum. ARTICLE VII DELEGATES TO ANNUAL NATIONAL CONVENTION AND ANNUAL REGION CONFERENCE 1 . Delegates Page 17 Hadassah By-Laws A. The President of the Chapter shall be one of the Official delegates to the Annual National Convent-ion and the Annual Region-Conference. The number ? i of delegates shall be determined and elected in acc-ordance with National and Region directives. This delegate must be a member of the current Board of Di rectors. B. The President of the Group/s, if any, shall be one of the Official delegates to the annual National Convention and the Annual Region Conference in acc-ordance with Natonal, Region and Chapter directives. C. Additional delegates to the annual National Convention and the annual Region Conference shall be elected by the general membership from names recommended by the Chapter Board of Directors in accordance with National and Region Directives. 2. Subsidies A. The Chapter shall provide subsidies (Transport-ation- round trip in the USA; 1/2 hotel room cost, Registration Package) from the administrative funds, in accordance with Region and National Policy, in amounts to be determined by the Chapter Board of Directors towards the expenses incurred by the President in attending the annual National Convention and the annual Region Conference, only if she is an official (vote of Board) Chapter delegate. B. In the event the President cannot attend, this Page 8 Hadassah By-Laws subsidy may be granted to her duly elected alternate who must be a Vice President carrying a major Port-folio. ARTICLE VIII NOMINATING COMMITTEE 1. Composition The Nomination Committee shall consist of an uneven number of members including the Chairwomen; at least (4) four members elected from the general membership (one being an alternate) and at least four (4) members from the Chapter Board of Directors (one being an Altern-ative). This shall take place at the November meeting. 2. Chairwoman The Chairwoman of the Nominating Committee is appointed by the President with the approval of the Board of Directors at the beginning of the Hadassah year. The Chairwoman does not have to ask any incumbent to remain on the Board (directive of Region and National). 3. Vacancies When a member of said committee accepts or seeks an office on the proposed slate, an alternate will be called. Whether member is accepted for office or not, member can continue to function on said committee. Vacancies in elected members of the Nominating Committee shall be filled at the discretion of the Nominating Chai r-person. 4. Presentation of Slate Page 9 Hadassah By-Laws The Nominating Committee is responsible for preparation of the slate of only the elected Officers of the Chapt-er. The slate shall be presented at a meeting of the general membership in February. ARTICLE IX BY-LAW AMENDMENTS The By-laws may be amended by a two-thirds (2/3) vote of the members present at a duly called regular meeting of the Chap-ter, provided that the substance of the amendment has been submitted in writing to the membership at least thirty (30) days prior to the date of the meeting, when the amendment will be presented for vote. ARTICLE X PARLIAMENTARIAN & ITEMS WHICH GOVERN CHAPTER All meetings shall be governed by the Chapter's Constitution and By-Laws and shall be conducted in accordance with Robert's Rules of Order, Revised. PLEASE NOTE: A COPY OF THE CONSTITUTION AND BY-LAWS SHALL BE PERMANENTLY ATTACHED TO THE RECORDING SECRETARY'S BOOK OF MINUTES. REVISED SEPTEMBER 1993 Meghan Metzenbaum-Robins, President, Las Vegas Chapter of Hadassah Page 20