Hillsborough Senior Citizens Club, Chapter “A” Bylaws
The title of this organization shall be known as Hillsborough Senior Citizens Club, Chapter “A”. Its calendar year shall be January 1 through December 31. This club was organized July 17, 1974.
The purpose of this organization shall be to provide social, educational, informational and volunteer opportunities for its members.
In order to be eligible for membership in this organization all new applicants must have their principle residence in Hillsborough, New Jersey, be at least sixty (60) years old and cannot be a member of any other Hillsborough, NJ senior citizens club. Spouses of members who do not meet the age requirements can become members and be entitled to all membership privileges.
The annual dues for each member shall be paid upon joining the organization and thereafter at the beginning of each calendar year. Dues must be paid in full by the March general meeting or membership can be forfeited. Delinquent members will be notified after the March general meeting of the delinquency and that their privileges will be lost until they are reinstated by bringing dues payment up to date.
A member who has attained the age of eighty-five (85) years and has been a member in good standing for the previous fifteen (15) years will attain Honorary Member status and dues will no longer be required. The Financial Secretary will so advise said member in writing and record it as a permanent record on the membership list. All Honorary Members must be included when total membership figures are stated. Should such member not attend meetings for a period of one year, he or she will be removed from the active membership rolls and noted as inactive and not included in total membership figures.
The organization’s membership general meeting shall meet on the first Thursday of each month in the Hillsborough Township Multi-Purpose Room for the transaction of regular business at 12:30 p.m. If for any reason the time or place must be changed, the members shall be notified of the change at least forty-eight (48) hours in advance. A quorum for any business meeting shall consist of the presence of at least sixty (60) members.
The monthly Executive Committee meeting will be held on the fourth Wednesday of the month, no later than 1:00 p.m., unless otherwise determined by the President. The purpose of the meeting is to plan for the next general membership meeting.
Special meetings may be called by the President or sixty (60) members in good standing upon written notice to the President. The Recording Secretary shall give at least forty-eight (48) hours notice of such meetings to the general membership.
The elected officers of this organization shall be President, Vice President, Recording Secretary, Corresponding Secretary, Treasurer, Financial Secretary and three (3) Trustees. In the year their term expires, candidates for these officers shall be nominated at the October general meeting by ballot and the November general meeting by floor nominations. Elections will take place at the December general meeting. Those elected will be sworn in at the January general meeting. Only a member in good standing shall be eligible to vote or hold office in this organization. The term of office for elected officers shall be two (2) years. In odd years the following shall be elected: President, Recording Secretary, Financial Secretary and one Trustee. In even years the following shall be elected: Vice President, Treasurer, Corresponding Secretary, and two Trustees. In order to transition to these alternating year elections, a special election for one year shall be utilized. Should a vacancy occur in any elected office, the President may, with the approval of a two thirds (2/3) vote of the Executive Committee, appoint someone to fill the vacant office for the unexpired term. All officers and standing committee Chairpersons must attend at least nine (9) executive and (9) regular meetings during the calendar year. Exceptions may be made for unusual circumstances. Should an elected officer not perform the duties required of his or her position he or she may be removed from their position by a 75% vote of the elected officers of the club. The Executive Committee consists of all elected officers and Chairpersons. Only officers and trustees have voting rights.
The President shall appoint a Chaplain at the January general meeting to serve for the current year. If a vacancy occurs, the President shall replace the position for the remainder of the year. The Chaplain will offer a nondenominational prayer at the regular meeting and any other occasion deemed appropriate by the President.
The President shall preside at all meetings of the organization and enforce all bylaws of chapter “A”. The President shall also perform such other duties as shall be imposed on him or her by a majority of the membership. The President together with either the Vice President, Recording Secretary or Treasurer, shall sign all written contracts and written obligations of the organization. Both President and Vice President need to be computer literate.
Should the President be unable to perform the duties of the office, the Vice President shall perform these duties until the President returns or until a new President can be elected. Should the President or Vice President not be available for the Executive or regular meetings, the following order as presented will conduct the meeting(s), Treasurer, Recording Secretary, Financial Secretary.
The Recording Secretary shall keep all minutes and other reports of the organization, other than financial records, and official correspondence. Qualifiers for this position must be computer literate.
Article 14: The Corresponding Secretary shall maintain official correspondence, keep all records, books, documents and papers relating to the organization in a safe place for a period of three (3) years. The Corresponding Secretary will correspond quarterly with the White House Greeting Card Office, NJ Governor’s Office, NJ Senator’s Office and Hillsborough Mayor’s Office to arrange greeting cards sent to members eighty (80) years and over and wedding anniversaries of fifty (50) years and more all in five year increments. The Corresponding Secretary shall provide presentation bouquets for monthly meetings, arrange for flowers to send when members have passed, and send birthday cards to members 90 or older.
The Treasurer shall keep accounts of all monies received by the organization and deposit same in the name of the organization in such depository as designated by the President. Qualifiers for this position must be computer literate and be able to use financial software. At each monthly meeting, both executive and general, he or she will make a report of the monthly income and expense. The Treasurer may be bonded at the expense of the organization. All checks and drafts for payment of the organization’s obligations shall be signed by the President or Vice President and the Treasurer. In the absence of either the President or Vice President, the Recording Secretary shall be authorized to sign.
The Financial Secretary shall collect dues and forward these monies to the Treasurer for deposit. The Financial Secretary shall report dues collected and status of unpaid members at the executive and general meetings. The Financial Secretary shall collect the designated fee for luncheons. He or she must be computer literate.
All Trustees must be well versed in the bylaws of the organization. Trustees shall provide oversight of the activities of the officers. They shall inform the President, when necessary, if the executive committee is not in compliance with the bylaws. Trustees may be called upon by the President for special assignments. Trustees shall take inventory at least once per calendar year. The condition of said inventory shall then be reported to the President at the next Executive Committee meeting.
In order to qualify for any free club affair, a person must be a member in good standing with a current membership card. This card may be required to be shown at the time of signing up for any club function. Guests will be required to pay a guest fee which will not be refunded.
Members will have first opportunity to sign up for club sponsored trips. Nonmembers interested in joining a trip will be allowed to sign up after members have had the opportunity to sign up for said trip(s).
Suggested new amendments to these bylaws may be brought up at a general meeting by the members present provided that there are at least sixty (60) members present. New amendments and or new bylaws will be presented to the membership at a general meeting and will be voted on at the next general meeting.
The President of the organization has the authority to appoint committees, as needed, for the benefit of the organization. The President may appoint as many members to said committees as deemed necessary and fill vacancies that may exist during the term for which the committee was organized.
There will be two (2) types of committees with specific responsibilities. These will consist of Standing Committees i.e. permanent and Ad Hoc Committees i.e. temporary.
22.1 Standing Committees:
The President has the authority to select the Chairperson for each of the following committees. Criteria should be the ability to perform the duties and responsibilities of the position. Membership in said committee(s) shall be recruited by the Chairperson(s) of that committee. (See article 21) Chairpersons of said committee(s) may be required to be computer literate.
22.1.1 Membership Committee:
The Membership Committee shall keep records of all current members, shall be in charge of promoting new membership and the interest of current members. The Committee shall supply the greeters for the monthly general meetings and report the number of attendees and new members at the general meeting. The committee shall supply membership cards to new members.
22.1.2 Hospitality Committee:
Hospitality Committee shall have direct charge of all kitchen and refreshment
supplies needed for meetings. They will clean up the meeting room after each meeting.
The Committee will supply refreshments at all general meetings and or at any
special events. They will organize special events and arrange table seating at
the Anniversary and Holiday functions and at any other club function requiring
special seating other than bus trips.
22.1.3 Programs Committee:
The Programs Committee, may consist of more than one member, shall arrange the monthly programs to be presented at only the general membership meeting.
22.1.4 Publicity Committee:
The Publicity Committee shall be responsible for publicizing the club and its activities by appropriate means. They will announce birthdays at the general meeting as well as wedding anniversaries of more than fifty (50) years. They will also maintain the bulletin board for the club as well as the boards showing upcoming trips.
22.1.5 Telephone Committee:
The Telephone Committee will have the responsibility of informing members of happenings of the club if not previously announced at the general meeting. These may consist of death of members, changes in meeting dates or any other event deemed necessary to inform members. They will make these calls should the auto call system of Hillsborough Township not be available.
22.1.6 Trip Committee:
The Trip Committee’s duties are as follows:
1. Put together potential club trips to be presented to the Executive board for approval.
2. Do signups for each trip and give all monies collected to the Treasurer.
3. Prepare bus seating for each trip as well as table seating for trip venues where required.
4. Supply a trip leader for each trip and assure the leader has the emergency contact list.
22.1.7 Auditing Committee:
The Auditing Committee, consisting of two (2) members shall audit the Treasurer’s books on a quarterly basis and report their findings at both the Executive meeting and the next general meeting. Audits will be done in April, July, October and the final year’s audit in January. For the other months, this committee is not required to be active or attend executive meetings.
22.1.8 Information Committee:
The Information Committee shall inform members of appropriate local events, and club activities, events and meetings.
22.2 Ad Hoc Committees:
These committees will be selected and their chairpersons named by the President on an as needed basis.
22.2.1 Bylaw Committee:
The Bylaw Committee will only meet at the behest of the President when it is deemed appropriate to review the bylaws and recommend any needed changes or additions. Suggestions by the membership will be reviewed at these times.
22.2.2 Nominating Committee:
The Nominating Chairperson should be appointed by the President in August each year. The Nominating Chairperson should select three (3) to four (4) members to serve on that committee.. They will prepare nominating forms for the membership to be distributed at the October general meeting. They will collect these nominating forms and contact each nominee to determine that they are willing, able and fit the requirements to be a candidate for the position he or she has been nominated. At the November general meeting, the nominees will be presented to the membership and given time to tell why they are seeking the position for which they are running. Also, at the November meeting, nominations can be made from the floor by the membership. The Nominating Committee will then prepare the final ballots to be presented to the membership, at the December general meeting, for voting. Votes will be counted and tallied by the Nominating Committee during the meeting and the results presented to the membership. No member of the Nominating Committee is disqualified from running for any office because he or she is part of the Nominating Committee. However, members who are candidates cannot participate in the counting of votes. It is the responsibility of the Trustees to oversee the process.