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GFWC Viera Woman's Club Inc.. A Community Service Club in Viera, FL
GFWC Viera Woman's Club Inc. GFWC Viera Woman's Club Inc.

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GFWC Viera Woman's Club, Inc
(revised September 14, 2015)
The name of this organization shall be the GFWC Viera Woman’s Club, Inc. (hereafter referred to as the Club). The Club shall be located in the area bounded by Pineda Causeway to the south, entire City of Rockledge to the north, Indian River to the east and St. Johns River to the west.


The object of this Club shall be to participate in charitable, educational and civic activities and to develop a friendly spirit and promote sociability among its members.

Section 1. Any woman residing within the geographical boundaries of the Club shall be eligible for active membership. After meeting the requirement of attendance at two events, one of which is a business meeting and attending a Club orientation, she shall provide an application for membership signed by one active member and it shall be submitted to the Executive Board. A two-thirds vote of the Executive Board shall elect the applicant to membership. A person so elected shall be declared an active member of the Club upon payment of the annual dues for the first year.

Section 2. The annual dues of active members shall be a Club fee listed in the Standing Rules plus the required State and National dues, payable on or before May 31 of each year. The
Treasurer shall notify all members in arrears, and those whose dues are not paid within thirty days thereafter shall automatically be dropped from membership and must re-apply.

Section 3. Associate membership for those wishing to join from outside our geographical area shall have the right to attend meetings and speak; they shall not have the right to hold office, vote or make motions. Associate members shall pay a surcharge of $10.00 added to the Club fee plus the required State and National dues on or before May 31 of each year. The Treasurer shall notify all members in arrears, and those whose dues are not paid within thirty days thereafter shall automatically be dropped from membership and must re-apply.

Section 4. Upon the signed recommendation of five members, and by a majority vote at the annual meeting, honorary life membership may be conferred upon a member who shall have rendered notable service to the Club. Members with fifty (50) years or more affiliation with GFWC shall automatically be an honorary member. An honorary life member shall have none of the obligations of membership in the Club, but shall be entitled to all privileges except those of making motions, of voting, and of holding office.


Section 1. The officers of the Club shall be President, First Vice-President, Second Vice-President, Recording Secretary, Corresponding Secretary, and Treasurer.

Section 2. At the January meeting, in the even numbered election year, the president shall present a Chairman of the Nominating committee to the general membership. Membership must approve the chair by a simple majority of the members present. The chairman shall select four (4) additional members to serve on the nominating committee.
The Nominating Committee shall report at the March meeting before the election at the Annual Meeting. Nominations from the floor shall be permitted at the Annual Meeting.. Nominee must be present and accept the nomination.

Section 3. The officers shall be elected by ballot to a term of two (2) years. Their term of office shall begin at the close of the May meeting in the election year. If there is only one nominee for an office, the vote may be by voice. The Executive Board shall fill a vacancy in office, except that of the President, for an unexpired term. The First Vice-President shall become President should a vacancy occur in that office.
Section 4. All candidates nominated for president must meet the following criteria: The nominee must have been a member of the club for a minimum of 24 months and held a position on the Executive board for at least one term

Section 5. No elected officer shall hold more than one position on the Executive Board and no elected officer shall be eligible to serve more than one consecutive term in the same office.

Section 6. Duties of Officers
A. The President shall:
1. Preside at the meetings of the Club and the Executive Board.
2. Appoint Community Service Program Chairmen, Standing & Special Committee Chairmen, subject to the approval of the Executive Board.
3. Call a meeting of the Club or Executive Board whenever she deems it necessary.
4. Appoint a Parliamentarian who shall serve on the Executive Board without a vote.
5. Be the official representative of the Club at meetings of the District and State.
6. Be an ex-officio member of all committees except the Nominating Committee.
7. Be responsible for the annual Leadership report.
8. Appoint LEADS candidate and submit nomination to District 6 Director no later than 30 November.
9. Perform such other duties as outlined in the by-laws and the Parliamentary authority.

B. The First Vice-President shall:
1. Preside in the absence or disability of the President.
2. Assume the office of the President if a vacancy occurs in that office.
3. Chair the Philanthropic Committee and report recommendations to the Executive Board
4. Be a member of the Budget Committee

5. Be responsible for annual reports to include annual report writing training for CSP Chairmen and work with them for
the timely submission of reports.
6. Maintain an inventory of all non- financial assets, property and archives of the club indicating where they are stored.
Maintain a list of all legal documents, articles of incorporation, IRS documents, and store the originals in the club's
safe deposit box.
7. Perform such other duties as may be required.

C. The Second Vice-President shall:
1. Preside in the absence or disability of the President and the First Vice President.
2. Be Ways and Means Coordinator.
3. Appoint event chairmen and committees as necessary and provide them with fund raising guidelines.
4. Be responsible for the annual Fundraising report.
5. Be a member of the Philanthropic Committee.
6. Be a member of the Budget Committee
7. Perform such other duties as may be required.

D. The Recording Secretary shall:
1. Keep all minutes of the Club and Executive Board in a ledger.
2. E-mail to the President and the Executive Board minutes within ten (10) days after the Executive Board meeting.
A copy of the general meeting minutes shall be e-mailed to the President and Board members within ten (10) days after the general meeting.
3. Arrange for a board member to substitute when she is unable to attend general or Executive Board meetings.
4. Perform such other duties as may be required.

E. The Corresponding Secretary shall:
1. Issue written notices as required or via e-mail.
2. Attend to correspondence as directed by the President or the Executive Board.
3. Assist the President with meeting agendas and provide copies of the agenda at the general meeting.
4. Conduct the correspondence of the Club that does not fall within the province of the Community Service Programs.
5. Notify all board members of Executive Board Meetings.
6. Order and distribute Club stationery and forms to authorized Club members when necessary.
7. Collect Club mail and write appropriate thank-you notes.
8. Appoint an assistant to substitute when she is unable to attend General and Executive Board meetings.
9. Send a copy of the Club’s newsletter to the General Federation of Women’s Clubs, to the Florida Federation of Women’s Clubs, and to the District 6 Director.
10. Perform such other duties as may be required.

F. The Treasurer shall:
1. Be custodian of all funds.
2. Be on the Budget Committee and present the annual budget to the general membership.

3. Issue checks upon order of the Club or Executive Board, after the President and one other officer other than the Treasurer sign vouchers or instructions. Vouchers without receipts will not be reimbursed without the express approval of the Executive Board.
4. Keep full and accurate books of account which shall be the property of the Club, and open to inspection by order of the Club or Executive Board.
5. E-mail copies of monthly and annual reports to the President and Secretary for inclusion in the minutes.
6. Keep the books of account, together with vouchers, cancelled checks, statements and Reports of the Treasurer.
These shall be submitted for audit at the end of the fiscal year. An Audit Committee of three impartial members may be appointed by the President to perform the audit. The Treasurer should be available at the time of the audit to answer questions.
7. Sign receipts and maintain a receipt book for all monies received and make deposits promptly.
8. At each Executive Board meeting provide the Membership Chair with an up-to-date list of paid members.
9. Shall serve as a member of the Philanthropic Committee.
10. Perform such other duties as may be required.


Section 1. The general meetings of the Club shall be held on the 2nd Monday of each month from September to May inclusive unless otherwise ordered by the Executive Board of the Club.

Section 2. The general meeting in April shall be known as the Annual Meeting. In even years it shall also be for the purpose of electing officers, receiving reports of officers and committees, and for any other necessary business.

Section 3. The budget shall be prepared by an appointed Committee in March to cover the fiscal period from June 1 to May 31 of the following Club year and shall be presented to the membership for adoption at the May meeting. The committee shall consist of the First Vice-President, Second Vice-President, Treasurer and four (4) members selected from the general membership

Section 4. Special meetings may be called by the President or by the Executive Board or upon written request of twelve Members of the Club. The purpose of the meeting shall be stated in the call. Except for emergency, at least five (5) days notice shall be given.

Section 5. Twenty-five (25) members of the Club shall constitute a quorum.


Section 1. Elected officers shall constitute the Executive Board. Upon approval of the Executive Board, Community Service Program (CSP) Chairmen shall serve on the Executive Board with all voting rights and privileges. A CSP Chairman may ask a co-chairman within her CSP to attend an Executive Board meeting and vote in her absence.

Section 2. The Executive Board shall have general supervision of the affairs of the Club between its business meetings, fix the hour and place of meetings, make recommendations to the Club, and perform such other duties as are specified in these Bylaws. The Board shall be subject to the orders of the Club, and none of its acts shall conflict with action taken by the Club.

Section 3. Chairs of special events may be invited for their presentation only or may submit a written request one (1) week prior to the meeting.

Section 4. Board meetings will be held monthly on the third Thursday from July to May inclusive, and can be set by the President. Care should be taken that enough time elapses between the Board meeting and the General meeting so certain actions can be taken or cause to be corrected. Special meetings of the Board may be called by the President or shall be called upon the written request of three members of the Board. All members must be contacted and the purpose of the meeting stated in the call. Except in cases of emergency, at least two (2) days notice shall be given.
Section 5. The quorum of the Executive Board shall be a majority.


Section 1. The CSPs shall be: Arts; Conservation; Education; Home Life; International Outreach, Public Issues, GFWC Signature Project Domestic Violence and GFWC Florida President’s Project.

Section 2. Standing Committees shall be Membership, Hacienda and Communications& Public Relations and shall have voting rights on the Executive Board. The Club or Executive Board may establish other Standing Committees from time to time. The President, subject to the approval of the Executive Board, shall appoint the Chairmen of these committees.

Section 3. The quorum of Standing and Special committees shall be a majority.

Section 4. The President shall be an ex-officio member of all committees except the Nominating Committee.


The rules contained in the current edition of Roberts Rules of Order Newly Revised shall govern the Club in all cases to which they are applicable and in which they are not inconsistent with these Bylaws and any special rules of order the Club may adopt.


These By-laws may be amended or revised at any general meeting of the Club by a two-thirds (2/3) vote provided that:
1. Notice of intention to vote on any proposed amendment or revision of the By-laws shall be given at the meeting preceding the general meeting in which the vote is to occur, or
2. A copy of the proposed amendment or revision shall be mailed, e-mailed or handed out to every voting member at least two weeks prior to the general meeting in which the vote is to occur.
3. Standing Rules are prepared by the Parliamentary Committee and voted on and passed by the Executive Board.


Should this Club dissolve and by due process of law shall dissolve, all assets of whatever nature which shall remain after just debts and liabilities have been satisfied shall be used for such educational or public purpose or purposes as will complete or continue undertakings for the public benefit which have been undertaken by the Club. No part of the net income shall inure to the benefit of any member or be distributable to its members or officers.

Revised 8/1/2015

Standing Rules and Guidelines


  1. Annual Dues (see Article Ill, Section 2 of By-Laws):
    1. Annual dues are a flat charge and will apply regardless of when the member joins.
    2. Current annual dues: Club fee $32; state dues $8; and national dues $15 = Total $55.
    3. Associate members (see Article Ill, Section 3 of By-Laws).
  2. Members are Expected to:
    1. Attend general membership meetings.
    2. Participate in community service and fundraising events.
    3. Keep themselves informed by reading communications from the Club including the newsletter and other electronic media notifications.
    4. Take care of financial obligations promptly and pay dues on time (Article Ill, Section 2 of By-Laws).
    5. Help membership grow by recruiting and mentoring.
    6. Embrace general courtesies by:

Showing respect to all other members by arriving at meetings on time, wearing a name tag, and introducing their guests.

      1. Giving full attention to the individual who has the floor.
      2. Displaying warmth and friendship to old, new and prospective members.
      3. Giving suggestions and criticisms for programs and projects at the meeting. NOT afterwards. v. Conducting themselves in a manner which will protect the reputation of the club and the federation.
      1. Remembering that the Club President is the official hostess of the Club and take the time to introduce their guests to her personally during social time.
      2. By rising at Federation meetings (including GFWC and GFWC Florida district and club meetings) when the GFWC or GFWC Florida President comes into the room and/or is introduced. (For additional information, refer to GFWC's Protocol & Courtesy booklet dated 8-2014, available on the GFWC Florida website).
  1. General Membership Meetings:
    1. All members attending General Membership Meetings will be required to make reservations and pay in advance (whether or not they intend to participate in the lunch portion of the meeting).
    2. The Treasurer will bill a member when a reservation is made and not cancelled at least 3 days before the meeting.
    3. Non-members may attend 3 meetings before joining.
    4. The Club will pay for the meals of invited program participants and guests of honor.
    5. The National Collect shall be read at each general meeting.
    6. Meetings shall be run in accordance with Roberts Rules of Order.
    7. A member wishing to speak shall rise, address the Chair, and give her name.
    8. Cell phones, ipads, ipods, and similar communication devices shall be in silent/vibrate mode, with no voice communication during meetings, workshops, or meal functions. If you must take a call, leave the room.
  2. Board Meetings:
    1. Executive Board meetings will normally be held on the third Thursday, July thru May.
    2. All newly elected officers, CSPs and Standing Committee Chairs will attend the Executive Board meeting held after the April general meeting. Both past and newly elected officers and chairmen must attend.
    3. Newly elected officers will also attend a special workshop called by the Parliamentarian prior to the installation in May. This meeting will be for a review of Federation guidelines on: conducting meetings, protocol, fundraising, public relations, etc.
  3. Yearbook:
    1. The Yearbook will contain at minimum a list of officers and chairmen, meeting dates, By-laws, Standing Rules and the Collect.
    2. The Club will send a copy of the Yearbook to the District 6 Director at the time of publication.
  4. Membership Directory:
    1. The Membership Directory will contain a list of officers and chairmen, roster of members' names, addresses, husbands' name (if applicable), phone number, email address, meeting dates and The Collect.
    2. A copy of the Directory will be sent by the Membership Chairman to the District 6 Director at the time of publication.
    3. The information contained in the Membership Directory is privileged. The names, addresses, phone numbers and/or email addresses may not be sold or used for any purpose other than Club business or correspondence.
  5. Death of Club Member: In the event of the death of a Club member, a memorial gift in the amount of $50 will be given in her name to a non-profit charity of the family's choosing.

8. GFWC Fall Board, Annual Convention & District Meetings: The Club President or her alternate will represent the Club at GFWC Florida Fall Board, GFWC Florida Annual Convention and District 6 workshops and meetings, and will reimbursed in accordance with the annual budget.

9. Expenditures/Charitable Gifting:

    1. Expenditures between $150-$500 and not in approved budget - must be brought to the Executive Board for approval.
    2. Expenditures exceeding$500 and not in approved budget- must be approved bythe Executive Board and ratified by the general membership at the earliest date.
    3. Fundraising Chairmen shall present a "start-up" budget for Board approval.

The following guidelines are available:

  1. Board Member and Community Service Program (CSP) Position Descriptions
  2. Fundraising Guidelines
  3. Parliamentary Committee Guidelines
  4. Philanthropic Committee Guidelines
  5. Public Relations Guidelines
  6. List of Important Reminders & Calendar of Recurring Events
  7. General membership meeting Program Coordinator Responsibilities
  8. Protocol & Courtesy (GFWC Florida's Little Instruction Booklet of Protocol and Courtesy)


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