Membership > Bylaws

Of the Mothers ‘ Club of Upper Merion

ARTICLE 1. NAME

The name of this organization shall be known as The Mothers’ Club of Upper Merion. Throughout these bylaws, it is simply referred to as the Mothers’ Club or the Club.

The logo of the Mothers’ Club shall be:

ARTICLE II. PURPOSE

The purpose of The Mothers' Club is to create a community of young families to provide support, social activities, and education. The Club enables its members to share experiences, contribute to the community, and further enrich their families' lives.

Every member is encouraged to volunteer, participate, and share her talents and ideas.

The Club is not intended to be political, partisan, or sectarian. However, as part of the larger community, the Club may provide a forum to openly and fairly discuss current issues and concerns of parents and children.

ARTICLE III. MEMBERSHIP

Section 1. Requirements

A. New members must reside in the Upper Merion Area School District.
B. Members must be responsible for the safety and behavior of their child/
children. The Club assumes no liability for damage or injury at any meetings or
functions.
C. Members must sign a Safety Release Form in order to participate in Club
activities.
D. Members are expected to volunteer, participate, and share her ideas and talents. Club activities require member support, which may include planning, setting up, making phone calls, providing refreshments, cleaning up, or serving on the Board.

E. Alumni Members - Any active member who has been in the Club for at least three years may become an alumni member. An active member is someone who has served on the Board or on a volunteer committee each year of her membership.

1. An alumni member shall receive monthly newsletters.
2. An alumni member may attend meetings, including the Mothers' Night Out in May and the Holiday Party in December.
3. An alumni member may not attend the children's parties.
4. An alumni member is required to pay dues.
5. An alumni member is not required to serve on any committees or fill any positions.

Section 2. Termination

A. A member may voluntarily terminate a membership at any time by notifying the Vice-President.
B. The Mothers' Club may request termination if membership dues have not been paid.
C. All members must volunteer to help the Club in some manner. This is accomplished by serving on the Board or on a committee.

Section 3. Dues

A. Payment shall be yearly.
B. Dues payment may be made by cash or check payable to The Mothers' Club of Upper Merion.
C. Dues are collected by the Treasurer.
D. Any change of dues amount shall be proposed by a simple majority vote of the Board and shall be subjected to the approval of simple majority of the membership present at the next general meeting.
E. Dues will be prorated for new members after the first six months of the fiscal year.
F. New members will receive a copy of The Mothers' Club Handbook upon receipt of dues paid in full.

Article IV. BOARD MEMBERS

The Board consists of the following positions:

A. Elected Officers
1. President
2. Vice-President
3. Secretary
4. Treasurer

B. Volunteer Positions
1. Playgroup Coordinator
2. Social Coordinator
3. Program Coordinator
4. Community Fair Committee
5. Party Committee Heads and Volunteers
6. Librarian
7. Newsletter Committee (Editor, Proofreader, Copying and Mailing)
8. Moms' Night Out Dinner
9. Events Coordinator
10. Snack Coordinator
11. Acme Receipts
12. Community Outreach
13. Election Committee
14. Party Committees
15. Family Life Support Leader
16. Publicity
17. Data Base Keeper
18. Moms' Holiday Party Committee

ARTICLE V. DUTIES OF BOARD POSITIONS

Section 1. President

A. Preside over Board meetings and general meetings
B. Present agenda for all meetings
C. Oversee all functions of the Club
D. Act as Club spokesperson and community liaison
E. Responsible for signing and safeguarding key to meeting place
F. Responsible, along with the Board's help, for setting up and taking down tables and chairs and removing trash after each general meeting.

Section 2. Vice-President

A. Keep a current record of membership
B. Keep signed Safety Release Forms for each member.
C. Act as community contact (i.e. first name and phone number will appear on media contact information).
D. Preside over Board or general meetings in case of President's absence.
E. Attend all Board and general meetings.
F. Make follow-up call to new members approximately one month after initial payment of dues to ensure that the new member does not have any further questions or problems.
G. Provide new members with membership profile questionnaire.
H. Transmit completed new member questionnaire to Newsletter Staff.
I. Transmit new members' dues to Treasurer

Section 3. Secretary

A. Contact newsletter editor to list meeting time, place, and topic in newsletter.
B. Keep minutes of meetings and submit typed minutes to Newsletter each month.
C. Attend all Board meetings.
D. Send thank-you notes and other correspondence to appropriate persons on behalf of the Club.
E. Keep an adequate supply of Club letterhead, thank you notes, and envelopes. Submit receipts to Treasurer for reimbursement.

Section 4. Treasurer

A. Handle all funds for the Club
B. Keep an accurate record of all monies paid and received
C. Keep a record of dues payments by members
D. Handle Genuardi's E-Script program.
E. File all receipts, bank statements, and canceled checks
F. Report cash totals at all board meetings
G. Provide a cash box for activities if needed
H. Attend all Board meetings.
I. Reimburse members for Club expenditures.

Section 5. Playgroup Coordinator

A. Place Club members who wish to be involved in a playgroup.
B. Keep a record of all playgroup members, their representative, and meeting times.
C. Communicate with each playgroup representative periodically.
D. Mediate playgroup members' problems and concerns.
E. Coordinate non-playgroup members into "Communication" groups to make transmission of information or feedback on Club functions easier for all concerned.
F. Attend Board meetings as needed.

Section 6. Social Coordinator

A. Establish dates and times for Club parties.
B. Responsible for arranging storage of party boxes/materials.
C. Prior to each party, arrange a meeting with the members who signed up for that party. Give them their party box and craft box. Ask one of the members to volunteer to be the Committee Head.
D. Keep in touch with committee to answer their questions and make sure they are on track with their planning.
E. After each party, collect the party box, craft box, and party report/evaluation from Committee Head.
F. Communicate date and times for parties to Newsletter Editors.
G. After each party, do a Write-Up of the party describing activities and thanking committee members and send it to Newsletter Editor.

Section 7. Program Coordinator

A. Coordinate speakers and special programs for general meetings.
B. Write announcement and evaluation of each event for newsletter.
C. Ensure speaker is greeted and thanked.
D. Attend all Board meetings.

Section 8. Community Outreach

NOTE: Any member willing to support a community outreach project may submit a proposal to the Board. Once approved, the proposing member will be responsible for running the project. Popular Community Outreach Projects have been Relay for Life, One Night at a Time Dinners, Toys for Tots, and collecting items for Upper Merion Emergency Relief. These activities can be done if there is sufficient interest and member involvement.

A. Generate ideas for community outreach projects involving the membership.
B. Research the feasibility and cost of each idea.
C. Bring ideas and research before the Board for approval.
D. Present project to membership.
E. Direct committees for each function.
F. Write evaluation of each event for newsletter.
G. Attend all Board meetings.

Section 9: Community Fair Committee

NOTE: If there are not enough volunteers to help out with the community fair, then we will not participate.

A. Complete Park and Recreation form in July to reserve a space at the fair.
B. Plan activities for the Fair.
C. Announce plans for Fair in Newsletter.
D. Arrange for members to sign up for shifts to work at the Fair.
E. Keep a record of expenses and submit receipts to Treasurer for reimbursement.
F. Fill out an activity report/evaluation to place in the Community Fair folder to help the next person in charge of this activity.

Section 10: Fundraiser

A. Generate fundraising ideas, discuss with the board for approval.
B. Organize committees to plan fundraising events
C. Secure location, date and time of fundraising event.
D. Transfer all profits to the treasurer after the event.
E. Attend all board meetings

Note: Any member who wishes to coordinate a fundraising activity may submit a proposal to the board. Once approved, the proposing member will be responsible for arranging the activity and providing a notice for the Newsletter. A very popular and profitable fundraiser for the Club has been the Annual Toy Sale. This will only be held if there is sufficient interest and involvement.

Section 11: Newsletter Committee

A. Newsletter Editor shall collect items (either by e-mail, phone, or mail) from members to publish in newsletter.
B. Newsletter Editor shall organize layout of information.
C. Newsletter Proofreader shall peruse the newsletter prior to copying to check for mistakes.
D. Newsletter Printer and Mailer shall make copies of newsletter for each member, Club Library, and community contacts.
E. Newsletter Mailer shall mail newsletters to members, Park and Recreation Department, Children's Library, Club sponsors, and other interested outside parties.
F. Newsletter Editor should attend Board meetings.

Section 12: Events Coordinator

A. Gather ideas for periodic outings (zoo, playgrounds, etc.) that are basically inexpensive fun days with the kids.
B. Arrange for group discounts.
C. Write announcement and evaluation of each event for newsletter.
D. Attend board and general meetings as necessary.

Section 13: Snack Coordinator

A. Contact members to ensure that snacks and drinks will be brought to meetings.
B. Ensure clean-up of snacks after each meeting.
C. Store paper products and bring them to meetings.
D. Supply paper products to party committees.

Section 14: Party Committees

NOTE: Members who do not serve on the Board should sign up for a party committee. A children's party will be held for Halloween, Winter Holiday (should include both Christmas and Hanukkah activities), and Easter. If preferred, a Valentine's Party could be held instead of the Winter Holiday Party. This decision shall be made by the Social Coordinator in conjunction with the Club President. If there in sufficient interest and funding, both parties may be held. Similarly, if there is sufficient interest and funding, a Family Picnic may be held in the summer.

A party committee shall be comprised of at least five members. NOTE: If there are not enough volunteers, a party will not be held.

1. Committee members should meet with Social Coordinator to find out date, time, and location of party.
2. Committee members should receive party box, craft box, and party folder/notebook from Social Coordinator.
3. Committee members should plan activities for the party, hire entertainment if desired, call members to solicit refreshments, set up before the party, run the activities, and clean up after the party.
4. Committee members should communicate with Treasurer to find out how much money is budgeted for the party.
5. Committee members should keep a record of all expenses and submit receipts to Treasurer for reimbursement.
6. One committee member should volunteer to be Committee Head. This person should communicate with Social Coordinator and should arrange meetings for the party committee.
7. Committee Head should write up a party report describing activities and expenses. This will help the next committee with their planning. Committee Head shall give this report to the Social Coordinator.
8. Work with Community Outreach Coordinator to have some type of Community Outreach at the party. (Members can bring a canned good, a new toy, toothpaste etc. to the party. Items can then be donated to a worthy organization).

Section 15: Moms' Night Out in May and Moms' Holiday Party in December

NOTE: These events are not coordinated by the Social Coordinator. The Moms' Night Out is generally held at a local restaurant and the Moms' Holiday Party is held at a member's home. It is usually customary for committee members to arrange for doorprizes to be given out at these events. Committee members can use budgeted money or can solicit doorprizes from local businesses.

1. Committee should arrange date, time, and location of party . This information should be relayed to Newsletter Editor.
2. For the Moms' Holiday Party, committee members should solicit Club members to bring appetizers, main dishes, salads, desserts, etc.
3. Committee members should communicate with Treasurer to find out how much money is budgeted for the party.
4. Committee members should keep a record of all expenses and submit receipts to Treasurer for reimbursement.
5. Committee members should attend Board Meeting prior to event to inform Board of the party's planning.

Section 16. Family Support Leader (Hospitality): The Family Life Support Leader is notified if someone in the Club is in need of some support (new baby, death in the family, illness, etc.) She then contacts members to arrange some type of appropriate support (dinner, visit, flowers, help with children, etc.). Members are expected to provide help if called upon. Contact will be done on a systematic basis to ensure that the same members are not being repeatedly called upon.

Section 17: Publicity: The publicity person helps potential new members find out about the Club. This may be done through cards, flyers, the local cable channel, and a library showcase display.

Section 18: Acme Receipts

1. Through the newsletter, notify members that the Club collects Acme receipts. Provide your address in newsletter so that members can mail receipts to you.
2. Provide a collection box at General meetings for members to drop off receipts.
3. Tally receipts and submit them to Treasurer.

Section 19: Data Base Keeper

1. Keep a record of members' names, addresses, phone number, e-mail address, and family data.
2. Prepare and distribute directories to members.
3. Inform Newsletter Editor of children's birthdays each month.
4. Provide mailing labels to Newsletter Committee.

ARTICLE VI - ELECTION PROCEDURES

PLAN A : This is the plan that was part of the original bylaws, and every effort shall be made to follow this plan. However, if there is not sufficient interest in elections, then Plan B may be implemented in order to ensure the continuity of the Club.

Section 1. A volunteer Election Committee will be formed in February consisting of at least three members not running for elected positions, one of whom has been with the Club for at least one year. The Committee's duties will be:

A. Propose and accept nominations for elected offices.
B. Inform interested persons of the duties of various board positions.
C. Create, distribute, and elect ballots.
D. Tabulate ballots and report results.

Section 2. Nominations will occur at the April general meeting for elected positions.

Section 3. In contests for elected positions, the Election Committee may solicit statements from the candidates regarding their qualifications for office or other information useful in helping members make a choice. These statements may be printed with the ballots or disseminated otherwise at the discretion of the committee.

Section 4. Election by ballot will occur in May. The Election Committee will announce the date and place for final tabulation of the ballots. Any member has a right to present when ballots are being counted. Ballots may be distributed with the newsletter. Ballots for members not attending the May meeting must be distributed with provision for return to the Election Committee before the final tabulation. Each member must return a ballot, with unmarked ballots being considered abstentions.

Section 5. A candidate is elected by receiving a majority of the votes cast. In the event that no candidate receives a majority of the votes, the Election Committee has the power to adopt procedures to enable it to complete the election before the June meeting. These may include, but are not limited to, dropping the lowest vote candidate(s) and having a runoff vote.

Section 6. Newly elected officers will be installed at the June regular meeting. Appointments and confirmations for remaining board positions will be completed by June 30th.

Section 7. Any proposal for a new Board position must be presented to and approved by the Board.

Section 8. In the event of the departure of an elected officer, the positions will be filled as follows: The President's position will be filled by the Vice-President. The Vice-President's position will be filled on a volunteer basis from among the elected or appointed coordinators on the Board. The positions of Secretary and Treasurer will be filled on a volunteer basis by any Club member. Transfer of positions will be subject to a vote of approval at the next Board meeting by a simple majority of Board members present.

PLAN B - If there are no volunteers for an Election Committee or there are not enough candidates to hold an Election, positions may be filled simply by passing around a sign-up sheet and having interested members sign up for a position. Members can choose to work together on a position. Ex. - Co-Presidents; Social Coordinators, etc. This helps members make friends and feel less overwhelmed by the duties of a particular job. At the June general meeting, the General Membership must vote on the slate of newly signed up officers. A show of hands with a two-thirds majority shall be sufficient for approval.

ARTICLE VII - AMENDMENT OF BYLAWS

These bylaws can be amended at any regular meeting of the Mothers' Club by a two-thirds vote of members present, provided that the amendment has been submitted in writing at the previous general meeting or previous newsletter.

The format of these Mothers' Club bylaws is based on Robert's Rules of Order; Newly Revised, by General Henry M. Robert, copyright, 1970.

ARTICLE VIII - GENERAL COURTESIES

1. Parents are responsible for the well-being, safety, and behavior of their child/children when attending playgroup and social functions.
2. Do not attend playgroup or social functions when you or your child/children are ill.
3. Inform your playgroup host if you are unable to attend playgroup.
4. Help and encourage your child/children to pick up toys when playgroup is over.
5. The Mothers' Club is NOT to be used as a means for soliciting any goods or services without permission from the Board.
6. Please inform Data Base Keeper of any address or phone number changes or additions to family in order to keep records current.
7. To protect children from exposure to smoke fumes, please refrain from smoking at Playgroups or Club functions.