Article I
The name of the organization shall be the Santa Fe Woman’s Club and Library Association (hereafter designated as the “Club”).
Article II
Objectives of this Club shall be charitable as defined by Section 501(c)(3) of the Internal Revenue Code.
Article III Members
Section 1. Levels of membership and respective dues shall be determined by the Board of Directors.
Section 2. Persons submitting an application for membership shall be admitted upon payment of the established dues.
Section 3. Appointees or partners of the Governor and Mayor will be extended honorary membership during the terms of office of the Governor and Mayor.
Section 4. All annual members shall pay dues to the Treasurer annually by January 1st.
Section 5. Members who do not pay dues by March 1st will be dropped from the roll. A new member who joins after June 30th shall pay half the annual dues for membership through December 31st.
Section 6. The fiscal year shall be from January 1st through December 31st inclusive.
Article IV Meetings
Section 1. Meetings of the Club are generally held on the third Monday of each month from September through May or as determined by the Board of Directors or as influenced by prospective rentals.
Section 2. A quorum of 40 percent of the Club’s members in good standing shall be necessary for a vote by the membership at a membership meeting of the Club.
Article V Officers
Section 1. The Officers of the Club shall be President, two Vice-Presidents, Recording Secretary, Corresponding Secretary, Treasurer, and Assistant Treasurer. Any member who has served on the Board of Directors at any time may hold the office of President. Any member may hold any other office.
Section 2. The President may not hold office longer than two consecutive terms.
Section 3. The Nominating Committee shall present a slate of at least one name for each office at the February Board meeting in each even-numbered year. The Nominating Committee shall also present one candidate for each of the two Member-at-Large positions.
Section 4. At the annual membership meeting in March of even-numbered years, all Officers and two (2) Board Members-at-Large shall be elected by majority vote of the members present. Nominations may be made from the floor. Officers shall continue in office until their successors have been installed at the April membership meeting.
Section 5. The majority of all votes obtained by a show of hands of the members present shall be necessary to elect the Officers and Board Members-at-Large. Any member present may request a secret ballot vote.
Section 6. Duties of Officers
The President shall preside at meetings of the Club and the Board of Directors. She shall prepare an agenda for all such meetings. She shall oversee the duties of the Property and Rental Manager. She shall appoint Chairs of all committees and the Parliamentarian. She shall be an ex-officio member of all committees except the Nominating Committee.
The First Vice-President, in the absence of the President, shall perform the duties of the office of President.
The Second Vice-President, in the absence of the President and the First Vice-President, shall perform the duties of the office of President.
The Recording Secretary shall keep a record of the proceedings of all regular and special meetings of the Club and the Board of Directors. She shall have custody of all records, books, and letters pertaining to her work. She shall be responsible for reading the minutes of the previous month at the following Board Meeting.
The Corresponding Secretary shall conduct all correspondence.
The Treasurer shall take charge of and keep an account of all funds of the Club. She shall pay all bills of the Club and all extraordinary bills approved by the Board of Directors. She shall be a member of, but not Chair of, the Budget and Finance Committee.
The Assistant Treasurer shall assist the Treasurer and assume the Treasurer’s duties when necessary. She shall send delinquent dues notices by January 31st.
Section 7. Vacancies in any office shall be filled by majority vote of the Board of Directors.
Article VI Board of Directors
Section 1. The management of the Club shall be the responsibility of the Board of Directors. The Board shall be composed of eleven (11) members: elected Officers of the Club, the Chair of the Building and Grounds Committee, the Parliamentarian, and two (2) Members-at-Large. Each Board Member shall have one vote.
Section 2. The Board of Directors shall meet prior to each luncheon meeting. A quorum of six (6) members of the Board shall be necessary for the transaction of business by the Board of Directors.
Section 3. Special meetings of the Board of Directors may be called, by telephone or e-mail, by the President. Any Board Member may request a special Board Meeting to be called by the President.
Section 4. In a situation of urgency, the Board of Directors may make motions, second motions, debate issues and vote on motions by electronic means, as long as all members of the Board of Directors have equal access to all parts of the process and the process does not conflict with New Mexico State laws.
Section 5. At the February meeting of the Board of Directors, the Chair of the Budget and Finance Committee shall present an annual budget for approval by the Board. The approved budget shall be presented for adoption by the membership at the Annual Membership Meeting in March.
Section 6. The records of the financial accounts of the Club are open and available for inspection.
Article VII Committees
Section 1. There shall be the following committees: Budget and Finance, Building and Grounds, and Nominating. There should be the following committees: Scholarship, Fundraising, Luncheons, Programs, Publicity, Library, Telephone, and Newsletter. Additional committees may be formed as necessary.
Section 2. Each committee shall have a Chair. Each Chair may appoint a Co-Chair and/or committee members. The sums (of money) raised by any committee in the name of the Club must be processed through the Treasurer of the Club.
Section 3. Duties of Committees
The Budget and Finance Committee shall submit a budget covering the general expenses of the Club for the following year. It shall act in an advisory capacity to the Board of Directors.
The Building and Grounds Committee shall oversee the building and premises and work closely with the Property and Rental Manager and the Treasurer. They shall make recommendations to the Board concerning the maintenance and upkeep of the property.
The Nominating Committee shall present a slate of at least one name for each office at the February Board Meeting in each even-numbered year. It shall also present one candidate for each of the two Member-at-Large positions.
The Scholarship Committee shall research options about how the Club scholarship funds should be allocated and make recommendations to the Board.
The Fundraising Committee shall be responsible for planning the fundraising activities of the Club. Fundraising activities requiring the expenditure of funds must be approved in advance by the Board of Directors after the submission of a budget for an event.
The Luncheon Committee shall organize and provide lunch at each membership meeting.
The Program Committee shall arrange a variety of programs for monthly meetings and announce upcoming programs in advance.
The Publicity Committee shall release all publicity for the Club through various media outlets.
The Library Committee shall act as liaison between the Club and the Friends of the Santa Fe Public Library.
The Telephone Committee shall make calls to the membership as directed by the President.
The Newsletter Committee shall oversee the publishing and distribution of the Club’s monthly newsletter.
Section 4. Special committees may be appointed by the President with the approval of the Board of Directors.
Article VIII Parliamentary Authority
The meetings of the Club and the Board of Directors shall be governed by the rules contained in “Robert’s Rules of Order Newly Revised.”
Article IX Amendment to the Bylaws
The Bylaws may be amended by a majority vote of all members present at a meeting of the membership after the changes have been proposed to the members at least 14 days prior to the meeting at which they will be considered.
Article X
If this organization should be dissolved, its assets shall be distributed to another organization or organizations qualified under Section 501(c)(3) of the Internal Revenue Code. No assets may be distributed to individual members.
ByLaws Approved March 21, 2022