bylaws

By-Laws

Click here to see the revised By-Laws that were announced at the February luncheon.

NEWCOMERS/LONGTIMERS CLUB
(Revised May, 2009)

ARTICLE I. NAME

The name of the Club shall be: The Newcomers/Longtimers Club.

ARTICLE II. PURPOSE

The purpose of the Club shall be to promote and cultivate social relationships and community awareness for
women living in the Lake of the Ozarks area.

ARTICLE III. MEMBERSHIP

(A) All women living at the Lake of the Ozarks are eligible for membership.
(B) There shall be three classes of membership: Active, Life, and Honorary.
(C) An active member is required to pay dues, is eligible to vote, hold office, and participate in all activities of
the Club.
(D) A President shall become a paid up lifetime member of the Club on the completion of a full term of office,
and shall have the same privileges as an active member.
(E) A Newcomers/Longtimers member who becomes a Centenarian will be honored with an Honorary
Centenarian Membership. Newcomers/Longtimers will pay for her luncheon when she makes a reservation to
attend.
(F) Honorary members shall be admitted to membership by a majority vote of the attending general
membership, shall not pay dues, vote, or hold office.

ARTICLE IV. FINANCE

(A) Annual dues must be paid to participate in any Newcomers/Longtimers activity, excluding invited guests
and volunteers. The dues year is from June through May of the following year.
(B) Dues are due on or before the May luncheon meeting.
(C) Membership roster and yearbook inclusion shall consist of all members whose dues are paid on or before
the May Luncheon meeting. Members paying dues after the May Luncheon shall be included in the yearbook
supplement.
(D) Eligible women may attend one function as a visitor. If a visitor decides to join, dues are payable at the next
function attended.
(E) New members joining after February shall be considered paid for the following year.
(F) In the event the Newcomers/Longtimers Club should be dissolved, moneys in the treasury at the time, after
all expenses are paid, will be dispersed to current Club charities.

ARTICLE V. MEETINGS

(A)] All Luncheon meetings and Executive Board meetings shall be conducted according to "Robert's Rules of
Order Revised" on all points not specified in the by-laws.
[B] The Luncheon meeting shall be held on the third Thursday of each month from October through May.
[C] Cards/Games shall be held on the first Thursday of each month from October through May.
(D) Reservations and cancellations for Luncheon meetings and Cards/Games will not be accepted after the
Sunday prior to the event. Members who make reservations and do not attend will be assessed for the price of
the reservation in writing. Members failing to pay the assessed amount within 30 days shall be taken off the
calling list of all functions.
(E) Dining Out may be held on Sunday from October through May. The Dining out Chairman has the flexibility
to determine the number of events and dates. Reservations must be paid by check and received by the
chairman by the cutoff date published for each event.
[F] The Executive Board shall hold their first meeting in June each year after the year’s books are audited.
[G] Special meetings shall be called by the President when deemed necessary.

ARTICLE VI. OFFICERS

[A] The Officers of the Club shall be a President, First Vice President, Second Vice President, Recording
Secretary, Corresponding Secretary, and Treasurer.
[B] The Officers shall be elected from the membership at large by a majority vote of those present at the April
Luncheon meeting. Election shall be by a show of hands.
(C) Installation of Officers shall be held at the Luncheon meeting in May. All Officers, Standing Committee
Chairmen, Parliamentarian, Inspirational Speaker and the last two Past Presidents shall assume their duties
on June first. The ceremony shall be conducted by the Immediate Past President. If she is unable to perform
the ceremony, the President shall appoint another Past President.
(D) All officers shall be elected to serve one year. Officers shall not hold the same office for more than two
consecutive terms.
[E] Vacancies in offices shall be filled by the Executive Board, such officers to serve until the next regular
election.

ARTICLE VII.   EXECUTIVE BOARD

[A] The Executive Board shall consist of Officers, Standing Chairmen, Parliamentarian, Inspirational Speaker,
and two Past Presidents, and shall be responsible for conducting the business of the Club.
(B) Standing Committee Chairmen, Parliamentarian, Inspirational Speaker and Past Presidents shall not hold
the same position for more than two consecutive years. Should the President serve more than one term, the
immediate two Past Presidents shall serve on the Board.
(C) Voting shall be only by Officers (excluding the President), Standing Committee Chairman, or their
assistant, in their absence. Parliamentarian, Inspirational Speaker, Past Presidents and all other committees
outside Standing Committees shall not vote.
[D] The Executive Board may change the Standing Rules by a majority vote.
(E) Each Standing Committee Chairman may select an assistant, if needed. In the absence of the Standing
Committee Chairman at the Executive Board Meeting, the assistant shall have all the rights and privileges of
the Standing Committee Chairman.
[F] All Officers, Standing Chairmen and Special Committee Chairmen shall keep a written report and copy of
their job detail and description, and shall give them to the President at the Executive Board meeting in April.
(G) For transition, both the outgoing and incoming Executive Boards may attend the regularly scheduled May
Executive Board Meeting.
(H) At the first meeting in June, the Executive Board shall determine the annual fund-raising for that year. The
President shall appoint a chairperson who will be responsible for conducting all business of that activity.

ARTICLE VIII. DUTIES AND RESPONSIBILITIES OF OFFICERS

Section 1. PRESIDENT
[A] It shall be the duty of the President to preside at all Luncheon meetings of the Club and at meetings of the
Executive Board, and report the action and recommendations of the Executive Board to the Club membership.
(B) After the April election, the President shall appoint Standing Committee Chairmen as follows: Community
Committee, Dining Out, Annual Fund Raising Event, Historian, Hospitality, Membership, News & Views Editor,
Publicity, Scholarships, Special Activities, Telephone and Yearbook Editor. Co-Chairmen shall not be
appointed. If the Standing Committee Chairman needs assistance, she shall select an assistant as defined
in Article VII, Executive Board, Section (E).
(C) She shall appoint Committees as follows:
Nominating Committee – Appointed in February, announced at the February Executive Board meeting and the
February Luncheon. The committee consists of three Past Presidents and two active club members.
Auditing Committee – Appointed in May, consisting of three active club members and the current Treasurer.
Budget Committee - After Installation of Officers in May, the newly elected President shall appoint the Budget
Committee, consisting of the newly elected Treasurer as Chairman, and two active club members.
[D] She shall appoint a Parliamentarian and Inspirational Speaker.
(E) The President may appoint Special Committees as defined under Article XI, SPECIAL COMMITTEES.
[F] She may serve as an ex-officio member of all committees with the exception of the Nominating Committee.
[G] She shall be responsible for canceling any function due to inclement weather or any other reason she
deems necessary.
[H] The President shall have no vote, except to break a tie vote.
(I) She shall submit a list of her recommended charities and scholarships to the Executive Board meeting in
June for approval.
(J) All announcements from the general membership and/or guests must be submitted for approval by the
President before being put on the agenda.
Section 2. VICE PRESIDENT
It shall be the duty of the Vice President to perform all the duties of the President in her absence. She shall be
in charge of programs for regular luncheon meetings. She shall make arrangements for Luncheon meetings,
and advise the restaurant of the number of reservations in accordance with restaurant policy. She shall be
responsible for issuing a special newsletter to the membership for the Tea.
Section 3. SECOND VICE PRESIDENT
The Second Vice President shall perform the duties of the President or Vice President in the event of their
absence. She shall be in charge of Cards/Games and appoint an assistant and sub-chairmen who may serve
as a calling committee.
Section 4. RECORDING SECRETARY
The Recording Secretary shall keep records of meetings as necessary and shall be responsible for reading
the previous meeting's minutes. Copies of Board minutes shall be mailed to all Board members. She shall
contact Board members of upcoming board meetings.
Section 5.   CORRESPONDING SECRETARY
The Corresponding Secretary shall read and respond to all correspondence. She shall be responsible for
sending get-well and sympathy cards to the general membership, and shall be responsible for sending
memorials on the death of an officer or past president.
Section 6. TREASURER
[A] The Treasurer's report shall be read at each Board meeting and Luncheon meeting.
[B] All disbursements made by the Club, for any purpose, shall be made by check. All checks must be
cosigned by two of the following: Treasurer, President and/or First Vice President.
[C] The Treasurer shall maintain all bank accounts and reports which shall be filed for audit.
[D] A list of the income and expenditures shall be given to the incoming President prior to the June Executive
Board meeting.
[E] The Club’s accounting records shall be given to the incoming Treasurer prior to the June Executive Board
meeting.
[F] She shall be chairman of the Budget Committee.
[G] She shall bill members for all unpaid luncheon reservations.

ARTICLE IX.   DUTIES AND RESPONSIBILITIES OF STANDING COMMITTEE CHAIRMEN, PARLIAMENTARIAN,
INSPIRATIONAL SPEAKER AND PAST PRESIDENTS
Section 1.
(A) All Standing Committee Chairmen, Parliamentarian, Inspirational Speaker and the last two Past
Presidents shall serve on the Executive Board and shall attend all Executive Board meetings.
Section 2. PARLIAMENTARIAN
[A] The Parliamentarian shall advise the President, presiding officers and committee chairmen on
parliamentary procedure and the by-laws. She shall have no vote at the Executive Board meetings.
Section 3. INSPIRATIONAL SPEAKER
She shall provide an inspirational message to the membership and the Board at Luncheon and Executive
Board meetings.
Section 4. MEMBERSHIP CHAIRMAN
The Membership Chairman shall maintain the names, addresses, and phone numbers of all members. She
shall provide copies of this information to the Second Vice-President, Telephone Chairman, Dining Out
Chairman, Yearbook Editor, Recording Secretary, and Corresponding Secretary. She and/or her assistant
shall be present at all Luncheons and Cards/Games to collect membership dues.
Section 5. TELEPHONE CHAIRMAN
[A] The Telephone Chairman and her committee shall call the Club roster with information on all Luncheon
meetings. Luncheon callers do not call all long distance people outside the lake area.
[B] She shall be responsible for calling the Vice-President with the total number of members and guests
attending the Luncheons and shall be responsible for making nametags for attendees.
[C] She shall keep a list of members’ names and their guests.
Section 6. HOSPITALITY CHAIRMAN
The Hospitality Chairman and/or a member of the committee shall greet people at all Luncheons and
Cards/Games to assure that new members and guests are made welcome. She shall coordinate the
arrangements and location for the Membership Tea.
Section 7. PUBLICITY CHAIRMAN
The Publicity Chairman shall submit news of Club events to all local media and the Chamber of Commerce.
Section 8. HISTORIAN
[A] The Historian shall keep a historical record of the Club's activities that include the Yearbook, News & Views,
and newspaper clippings to be passed on to the incoming Historian.
[B] She may prepare a scrapbook to be presented to the outgoing
President.

Section 9. NEWS & VIEWS EDITOR
The News & Views Editor shall prepare and have printed the monthly program and upcoming Club business
and have it ready for distribution at the Luncheon Meeting, Cards/Games, and Membership Tea.
Section 10. YEARBOOK EDITOR
[A] The Yearbook Editor will oversee the preparation of the Yearbook. The Yearbook will be mailed by the editor
to members living outside of the membership area. The Yearbook is sent to the members with a letter
notifying them if they want to attend any of the functions, it is their responsibility to contact the event chairman.
Special needs for delivery may be arranged through the Yearbook Editor.
[B] The Yearbook may contain the following: The Club’s charities for the year, Officers, Executive Board
Chairmen and their assistants, Parliamentarian, Inspirational Speaker, Special Committees, Past Presidents,
Past President's report, and Present President's welcome; Treasurer’s report on contributions, and projected
budget. Also information on: Luncheon meetings and programs, Cards/Games and Dining Out. It shall contain
the Club’s roster, by-laws, standing rules, and any amendments.
[C] Timing of the publication of the supplement to the Yearbook will be at the discretion of the Yearbook Editor.
[D] The Editor will be responsible for acquiring all advertising in the Yearbook.
Section 11. DINING OUT CHAIRMAN
The Dining Out Chairman shall organize dinners and reservations for Club members and their guests. She
shall appoint a calling committee.
Section 12. COMMUNITY COMMITTEE CHAIRMAN
The Community Committee Chairman shall form a committee of members to maintain an awareness of local,
state and community activities and to participate in related activities as approved by the Executive Board.
Section 13. ANNUAL FUND RAISING EVENT CHAIRMAN
The Chairman shall be responsible for the Annual Fund Raising Event.
Section 14. SPECIAL ACTIVITIES CHAIRMAN
The Special Activities Chairman shall organize special events such as bus tours and shall oversee and
appoint someone to lead activities that members may request for meeting on a regular basis, such as Book
Club, Antique Club, Arts and Crafts, Sewing and Quilting, Dancing, Tennis, etc.
Section 15. SCHOLARSHIPS COMMITTEE CHAIRMAN
The Scholarships Committee Chairman shall form a committee of members to select scholarship recipients,
following Club By-Laws and established committee guidelines.
Section 16. PAST PRESIDENTS
The last two Past Presidents shall serve on the Executive Board in an advisory capacity and shall have no vote.

ARTICLE X.   DUTIES OF NOMINATING, BUDGET AND AUDITING COMMITTEES

Section 1. Nominating, Budget and Auditing Committee Chairmen may attend the Executive Board meetings,
by invitation of the President, for reporting purposes only. They shall have no vote at the Executive Board
meetings.
Section 2. NOMINATING COMMITTEE
(A) The Nominating Committee is responsible for selecting the slate of Officers, which includes President, 1st
Vice President, 2nd Vice President, Recording Secretary, Corresponding Secretary and Treaurer.
(B) The Nominating Committee shall accept nominations in February. The slate of Officers shall be
presented at the April Luncheon. Additional nominations from the floor will be requested before the election.
Section 3. BUDGET COMMITTEE
The Budget Committee is responsible for preparing the new year’s Budget. It shall meet after the Auditing
Committee has met and approved the past year’s financial records.
Section 4. AUDITING COMMITTEE
An auditing committee of three members shall audit the Club’s financial records and present their report at the
June Executive Board meeting.

ARTICLE XI SPECIAL COMMITTEES

Section 1. The purpose of a Special Committee is to address a temporary need. It should be brief in time
span and is not presently the responsibility of a current Standing Committee Chairman.
Section 2. Special Committee Chairmen may be appointed by the President with Executive Board approval.
They may attend the Executive Board meetings by invitation of the President, for reporting purposes only, and
do not have a vote at the Executive Board meetings.
Section 3. The Special Committee shall be evaluated by the Executive Board at the May Executive Board
meeting. If the Board approves the function, it will be assigned as a sub committee of the appropriate
Standing Committee.
Section 4. By-Laws Committee
The President, as she deems necessary, shall appoint a By-Laws Committee of three members, including at
least one Past President, to recommend revisions. The Parliamentarian may serve as an ex-officio member
with no vote. The committee shall present the revised By-Laws to the Executive Board. Upon approval of a two-
thirds majority vote of the total Executive Board voting members, they shall be presented to the membership at
the following Luncheon meeting. Revisions will be presented for a vote at the subsequent Luncheon meeting.
By-Laws may be amended by a majority vote of the members present.

ARTICLE XII. QUORUM

Section 1. Quorum for active members shall be a majority of those present.
Section 2. Quorum for the Executive Board members shall be a majority of the total voting Board members,
except for By-Laws revisions, which shall require a two-thirds majority vote of the total voting members of the
Executive Board.
Section 3. Quorum for committees shall be a majority of the voting committee members.

ARTICLE XIII. CHARITIES & SCHOLARSHIPS

(A) The Club shall support charities and scholarships only from the Lake of the Ozarks area.
(B) At the June Executive Board meeting the newly-elected President shall inform the Executive Board of her
choices to receive funds generated by the club. Her designated charities and scholarships shall be approved
by two-thirds vote of the Executive Board.
(C) At the June Executive Board meeting, the outgoing President shall recommend the timing and amounts to
be awarded to her previously approved charities and scholarships, but may request Board approval for
revisions at a later date. Her recommendations and request for revisions shall be approved by a two-thirds
vote of the Executive Board. All amounts shall be paid out before the end of the calendar year in which the
money was earned.
(D) The amount of each scholarship shall be based on student need, as recommended by the Scholarship
Committee to the outgoing President. Scholarships over $1000 may be recommended by the outgoing
President and approved by two-thirds vote of the Executive Board.

STANDING RULES

Section 1. The Club shall have no religious affiliations.
Section 2. The Club shall have no political party affiliations.
Section 3. Smoking is allowed only in designated areas
Section 4. Information contained in the Yearbook is for Newcomers/Longtimers activities only. Misuse of this
information could lead to disciplinary action by the Executive Board. Such action could include removal from
membership in the organization. “This booklet is to be used for Newcomers/Longtimers activities only” shall
be printed on the front cover of every Yearbook.
Section 5. Solicitation of the membership by mail or at club events is not permitted. Not-for-profit organization
information may be provided on the registration tables outside of the function room; however their products,
tickets or chances are not to be sold. The N/L Charity of the Month may provide literature within the meeting
room.
Section 6. ALL NC/LT events will be cancelled when area schools are
closed.
Section 7. Newcomers/Longtimers events and activities shall not be scheduled on the days of established
Newcomers/Longtimers meeting dates for Cards/Games, Executive Board Meetings and Luncheon Meetings
without Executive Board approval.


	Newcomers / Longtimers

	A social organization for women living in the Lake of The Ozarks area of Missouri.