ByLaws

ByLaws

Revised September 5, 2017

Article I
Name
This organization shall be known as the Lakeway Newcomers Club (“the Club”). The common name is Newcomers or Newcomers Club.

Article II
Objective
Civic: To promote interest in our community and the many advantages it has to offer.

Social: To extend a friendly and neighborly helping hand to all newcomers by introducing them to others like themselves and starting them on a new social life in this, their community.

Article III
Membership and Dues

Section 1. Active Members. Any resident of Lakeway, Lakeway ETJ or The Village of the Hills, whose primary residence has been in any of these communities for less than thirty-six (36) months, or any resident who has lived in any of these communities for more than thirty-six (36) months, but has experienced a lifestyle change such as: loss of spouse, marriage, divorce or retirement within the past thirty-six (36) months shall be eligible for Active Membership in Newcomers. The Board of Directors, on a case by case basis, may grant Active Membership for other reasons not covered in these Bylaws. Active Membership shall last for a period not to exceed five (5) years.

An eligible resident may attend a maximum of two meetings/functions as a guest without becoming a member. If Active members allow their membership to lapse, they may be reinstated after sitting out one full year.

Section 2. Associate Members. Upon completing five years of active membership, members will become Associate Members. An Associate Member must pay dues annually and may participate in all club activities but may not hold an elected office, unless approved to do so by the Board of Directors. Associates may continue their membership even if they move outside the community.

If Associates allow their membership to lapse, they may be reinstated after sitting out one full year.

Section 3. Release Form. All members are required to agree to and sign the Newcomers’ personal release form on an annual basis.

Section 4. Dues; Income, Fiscal Year. The fiscal year shall be February 1 through January 31 the following year. Annual dues shall be set or reaffirmed in October by the Board of Directors on a per person, per year basis annually and are due for payment between December 1 and December 31st of the preceding year.
Members will be considered delinquent if payment is not received by January 31st of the new year. If an eligible resident joins in November or December, dues for the remainder of the year will be waived and dues will be prepaid for the upcoming year. Money collected from members shall be solely for the benefit of the Newcomers Club.

Article IV

Board of Directors

Section 1. Board of Directors. The Board of Directors shall be comprised of the following:
President
Vice President Activities/Special Events
Recording Secretary
Communications Officer
Treasurer
Membership Chair
Technology Officer Welcoming Ambassador

The Immediate Past President(s) is a non-voting member of theBoard of Directors.

Co-Officers are two or more people filling a single Board Officer position.

Section 2. Quorum. Fifty-one percent (51%) of the Board of Directors’ positions (not people) shall constitute a quorum at any Board meeting. Each Board position gets one (1) vote.

Section 3. Term of Office. The Board of Directors shall take office effective February 1. Officers shall serve for one year however no Officer shall serve in the same position more than two consecutive terms without the approval of the Board of Directors.

Section 4. Duties. The Board of Directors shall supervise all activities of the Newcomers Club and define the Activity Groups to be affiliated with the Club.

The Board of Directors is empowered to consider, approve, or disapprove all motions relating to Newcomers Club at a legally constituted meeting of the Board, provided no action is taken contrary to the policies and/or Bylaws of the Club. These Bylaws may be amended by a two-thirds vote of the membership in attendance at a General Meeting or by a two-thirds vote of the Board of Directors.

The Board of Directors shall set the amount of the annual dues.

No action shall be taken on a motion to commit the Club to any matter until it has been considered and acted upon by the Board of Directors.

The Board has the authority to make decisions on behalf of the membership, including the eligibility for potential new members to join the club if there is a questionable issue.

Section 5. Board Meetings. The President may call meetings of the Board of Directors at any time, giving reasonable advance notice.

Individual Board members may request that the President call a meeting for a specific agenda item.

Any member (Active or Associate) may attend the Board of Directors meetings and be recognized by the Chairman to present issues or suggestions.

A joint meeting of the outgoing and incoming Boards of Directors shall be held after the new Board of Directors takes office and before the next General Meeting.

 

 

Article V

Duties of Officers
Section 1. The President shall:
– Preside at all meetings of the Club
– Call and preside over all meetings of the Board of Directors
– Appoint all Ad Hoc Committees
– He / she may attend all committee meetings.

 

Section 2. The Vice President shall:
– Preside in the absence of the President
– Coordinate and support chairmen of the Activity Groups and serve as the liaison to the Board                of Directors for their ideas and concerns
–  Supply meeting information to the Communications Officer for the newsletter and media             announcements in a timely manner

  • Manage the special events held as monthly meetings
    – Coordinate and assist hosts as needed
    – Appoint co-hosts as greeters at each function
    – Purchase and deliver required supplies to each General Meeting
    – Submit a financial report to the treasurer for each event

 

Section 3. The Recording Secretary shall:
– Store the permanent records of the Club
– Keep and make available the minutes of meetings
– Post the minutes at the general meeting for the month
– Provide the President with a signed copy of minutes from the previous month’s Board meeting

Section 4. The Communications Officer shall:
– Place all Newcomer media information in the local media such as the Lake Travis View,    Homeowners News or its successor, cable TV, and Lakeway radio prior to their deadlines
– Prepare and provide monthly Newcomer activity information to the membership
– Send separate notices in November to all members advising them that annual dues are payable   prior to January 1st.
– The Communications Officer will provide publicity for clubs not directly related to        Newcomers at his or her discretion

  • Send out all notices and reminders for special events

 

Section 5. The Treasurer shall:
– Receive and dispense all money
– Keep financial records to be audited at year-end by the new Treasurer, including event reports
– Prepare a monthly and annual financial report for inclusion in the minutes

Section 6. The Membership Chair shall:
– Be in charge of welcoming prospective members

– Update membership lists monthly with members paying dues
– Organize and coordinate all membership recruiting efforts
– Stock club membership information at the reception desk in City Hall and the office of

The Village of the Hills.
– Provide membership application and release forms to prospective members
– Deliver dues collected to the Treasurer.
– Prepare printed name tags for each social
– Report membership updates and inquiries at all meetings
– Collect and file member application and release forms annually
– Supply information to activity chairpersons, as needed
– Keep and file release forms for all members.

 

Section 7. The Technology Communication Officer shall:
– Manage the Lakeway Newcomers Club website to communicate information to active and         prospective members including current and upcoming events, club activities, a secured membership directory, membership application, club bylaws, officer list, and other information      as directed by the Club President and Board of Directors
– Maintain website security
– Manage URL and hosting agreements and the associated fees
– Train and communicate issues to Board and members as appropriate.

Section 8. The Welcoming Ambassador shall:

  • Welcome new members and assist with their integration into the Club membership and
  • Extend a personal welcome to each new member via phone or email
  • Provide introductions to other new members and current members at social events.
  • Create one or more social event/s (in committee member’s home) to introduce and acquaint new members with new members and the Board.
  • Provide a reserved table/s dedicated to new members at appropriate events with at least one Board member seated as well.
  • Care & Concern’s goal is to reach out to members who are seriously ill, hospitalized, injured or have had a death in the family to express the Club’s support with a card, prayers or other forms           of caring

 

Article VI
Nominations and Elections
Section 1. Nominating Committee. The President shall appoint a Nominating Committee at the October Board Meeting to propose a slate of candidates for the Board of Directors. The Nominating Committee shall consist of two members from the Board of Directors and three non-Board members from the membership at large. The President may not serve on the Nominating Committee.

It shall be the duty of this committee to nominate candidate(s) for the following offices: President; Vice President-Activities/Special Events; Recording Secretary; Communications Officer; Treasurer; Membership Chair; Technology Officer; and Welcoming Ambassador.

This committee will be announced to the general membership at the business meeting held during the October Social, published in the October newsletter and/or an email sent to the general membership soliciting nominations for election to the Board, due November 1st.  Permission for such names shall have been procured from the person or persons prior to their nomination

 

Section 2. Election of Officers. In mid-November, the nominating committee will present the proposed slate of officers to the current board and immediately thereafter send the proposed slate to the general membership via special email soliciting their vote via return email with a deadline of December 1st.  Each Member shall be entitled to vote for the candidate(s) for each office. .

If there is but one nominee for an office presented, by general consent, the membership will be asked to approve the nominee via the initial email. If there is more than one nominee for an office and there is tie via the initial email vote, a separate email will be issued for such office to resolve the tie.

The newly elected board and appointed committee members will be presented during the month of December at either the December social or via email.

Section 3. Vacancy. A vacancy in any office during that term of office shall be named by the President and approved by a majority vote of the Board of Directors.

Article VII
Meetings

Section 1. The General Meeting shall be held on the second Thursday of each month. The meeting shall consist of a social time and, when necessary, a business meeting.

The Board may change the General Meeting to a different date and / or time, provided that due notice of such change is given to all members of the Club.

Section 2. Each member is held responsible for his or her reservation. In order to receive a refund for a paid event, cancellations must be made in a timely manner as determined by the President.

Section 3. Members or guests of the Newcomers Club shall not make commercial or political solicitations at any meeting or activity. The Directory is published for the exclusive use of the membership and shall not be used for commercial or political solicitations.

Article VIII
Activity Groups

The established activity groups shall elect a Chairman and, if necessary, one Co-chairman or the President may appoint the Chairman.

The Chairman of each activity group shall report to the 2nd Vice President of Activities and Special Events.

Article IX
Infractions and Discipline

The Club may suspend, expel or otherwise discipline any Member, or one or more of the Member’s Family, for committing any violation of these Bylaws or the Rules and Regulations, for conduct unbecoming a Member, for
any offense against the best interests of the Club or for other good and sufficient cause as determined by the Board of Directors. Such conduct shall include but is not limited to the following:

  1. Obscene language, screaming, gesturing or laughing at any member or guest of the Club
  2. Behavior that brings the Club or any individual member into disrepute
  3. Alcohol or drug related problems
  4. Intimidating, threatening or violent behavior
  5. Willful damage to property

Suspension. No portion of dues or fees previously paid by a suspended Member shall be refunded or prorated. During the period of suspension, the Member and his or her Family shall have no right or privileges to participate
in Club activities. A suspension may be lifted at such time as the Club obtains assurance any violations will not be repeated.

Procedure for Infractions and Discipline. A written notice shall be prepared and mailed to the Member describing the violation, noting all parties involved, and specifying the action taken by the Board of Directors.

Revocation. A membership may be revoked and the rights of any person or persons entitled to use the Club may be terminated for conduct unbecoming a Member, for any offense against the best interests of the Club, for committing certain infractions as specified above, or for other good and sufficient cause.

Procedure for Revocation. A written notice of revocation shall be delivered by mail to the terminated Member. Upon revocation, the Member shall thereafter have no rights or privileges to use the Club.

Hearing Following Suspension or Revocation. The following procedures shall be made available by the Board of Directors in order that suspended Members or Members who have had his or her membership revoked may be afforded an opportunity to have his or her situation reviewed by the Board of Directors and all circumstances taken into account:

  1. The Member may request a review hearing, which will be held before the Board of Directors. The Member’s request for a hearing must be delivered to the Board within fifteen (15) days following the date upon which the Board mails the notice of suspension to the Member; and
  2. The review hearing will be conducted within thirty (30) days from the date that Member’s request for the hearing is delivered to the Board. In the event a resolution is not reached, the decision of the Board of Directors
    is final and binding.

Reinstatement. A request for reinstatement may be honored, at the Board of Directors’ discretion.

Standing Rules
The time of the regular General Meeting shall be 6:30 p.m. unless members are notified in advance.

This directory is for members’ personal use only. No unauthorized or commercial use of the directory by a member or a non-member is permitted.

Members inadvertently admitted who do not live within the City of Lakeway ETJ boundary, or The Village of the Hills, will be notified that they were ineligible to join Newcomers, will be reimbursed the dues and will not be permitted to renew their membership.

Policies
The Membership Directory shall include member information such as: names, addresses, phone numbers, fax, email, where members moved from, and the year in which they joined the club. The Directory shall also include the current version of the Bylaws and a listing of Club officers. Additional information may also be included.

The membership application will include a statement that the applicants(s) live in the City of Lakeway ETJ as identified on the City of Lakeway web site listing of eligible streets, or The Village of the Hills.

The Membership Directory shall be maintained on the secure portion of the Club website and updated monthly. The Membership Chair will provide a list of current members who have paid dues to all Activity Chairmen and the Technology Officer no later than the end of February. Non-renewing members will be removed from the email lists for activity notices