ARTICLE 1: NAME
The name of this organization is the California Club of Laguna Woods Village.
ARTICLE II: MISSION
- The mission of the California Club is to further the enjoyment of life in Laguna Woods Village by uniting members in friendly social and recreational activities, as a not-for-profit, social voluntary club.
ARTICLE III: MEMBERSHIP
Membership is open to all Laguna Woods Village residents and a maximum 10% of former residents who continue paying their membership dues annually.
ARTICLE IV: DUES AND ASSESSMENTS
Section 1: Dues
- Dues for all members shall be determined annually by the General Board.
- Members who are delinquent in dues by March 1st will not have their names on the printed roster.
- In the event of the dissolution of the Club, all monies and assets shall be distributed to charitable organizations as designated by the General Board.
Section 2: Assessments
a. Admission charge of guests shall be determined by the General Board.
for any meeting or event. b.The fiscal year shall be from January 1st through December 31st.
ARTICLE V: EXECUTIVE BOARD
Section 1: Executive Board Positions
- The Executive Officers shall consist of:
Section 2: Executive Board Operations
- Any Executive Board member may be removed by a majority vote of the Executive Board. The Junior Board member in that position then becomes a member of the Executive Board.
- If prudent, additional Executive Board members may be added to the Executive Board at that board’s discretion. The terms of the new Executive Board members would coincide with the existing General Board. Any proposed additions to the Executive Board need the approval of the majority of the General Board.
- Each Executive Board position will have 1 vote. However, the president will not have a vote except in the case of a tie.
- Any Executive Board member who is absent, without valid reason, for three successive Board meetings and/or 5 overall Executive Board meetings during a year without valid excuses may be replaced by the Executive Board.
- Any Executive Board member unable to serve a full term may be replaced by a successor appointed by the Executive Board, with the approval of the General Board, for the balance of the term.
- 50% plus 1 of the Executive Board constitutes a quorum.
- Special meetings of the Executive Board may be called by the president when deemed necessary.
- The term of an executive board member is January 1 through December 31.
Section 3: Purpose of the Executive Board
- Management of the California Club not specifically delegated to the General Board.
- Resolve any issues not solved at the General Board.
- Make necessary decisions in case of unforeseen circumstances.
ARTICLE VI: GENERAL BOARD
Section 1: The General Board is composed of all the Senior and Junior officers of the club.
Section 2: General Board Operations
- Each position will have only 1 vote, except for the President. In case of a tie vote, the President will cast the deciding vote.
- The term of a Junior Board member is one (1) year.
- The Junior Board officers will automatically move on to the Senior status assuming the responsibilities of their offices as of January 1.
- General Board members may be replaced by the General Board if they are absent from three consecutive General Board meetings without valid excuses and/or five overall General Board meetings during the year without valid excuses.
- A quorum shall be 50% plus 1 of General Board members.
Section 3: Purposes of the General Board:
- Duties of the General Board are the day-to-day operations of the California Club.
- The chairperson(s) of each committee shall keep the General Board informed of the progress during the planning stages of an event and report to the Board after the event.
- Any event which is being held in a venue not customarily used for meetings or programs shall be approved by the General Board before the event is acted upon.
- The chairperson(s) shall create an Operations Manual so that future
chairpeople have a guideline of how to operate said committee.
ARTICLE VII: Officers
- There shall be two sets of Officers, Seniors and Juniors.
- The Seniors shall be the primary operating group.
- The Juniors shall be the supporting officers for each category.
- In the event a senior board member is unable to fill his/her term of office, the junior officer will be move to the senior status and serve the unexpired term. If that term is less than six months, then the new senior officer will retain that position the following calendar year. The General Board can extend that time with a majority vote.
- If a Junior officer replaces a senior officer as per “d above”, the replacement for the junior officer will be filled by a simple majority vote of the General Board from names suggested by that board. Each person so elected shall complete the unexpired term.
- The Junior officer shall assist their senior counterparts and learn the duties of that office, so they can act in that capacity when necessary.
- The elected officers shall serve a term of two years, first as a junior officer, then as a senior officer.
- The junior officers shall, at the end of their terms, automatically be installed as the seniors of their respective offices. The new junior officers shall be voted on by the General Board at its October meeting.
ARTICLE VIII: Duties of the Board Officers
Section 1: President
- Preside at all Executive and General Board meetings
- Promote harmony and good will of the club.
- Assure the activities of the Club are carried out in the best interest of the Club.
- Create and provide the agenda to the Boards a week prior to the meeting.
- President (or designee) shall have the authority to sign all legal documents.
- President (or designee) shall represent the Club at the Laguna Woods Village Presidents’ Council.
- In the absence of the Treasurer, the President shall be empowered to sign checks.
- President (or designee) is empowered to appoint new permanent or temporary committees as the occasion(s) may require.
- President (or designee) shall have the authority to expend, in the interest of the California Club and without approval of the membership, a sum not to exceed $1,000.00 for any valid club purpose.
Section 2: Vice President of Entertainment
- Procure, organize, and present entertainment at the general meeting within the approved budget.
- All programs will be subject to contracts between the Club and entertainment provider.
- Present checks to dance band and entertainer for the meeting.
- Advise clubhouse supervisor of stage requirements, microphones, risers, sound technician requirements and any other special effects.
- Work with Junior Officer to prepare for the following calendar year.
Section 3: Secretary
- Keep the minutes of the Boards and special meetings of the organization.
- Provide copies of said minutes to each respective board member via email prior to the next Board meeting. Any minutes of the Executive Board will also be sent to the General Board prior to its meeting.
- Keep attendance of Executive Board and General Board members.
- Notify board members prior to each meeting as a reminder.
Section 4: Treasurer
- Be custodian of all the monies received by the California Club.
- Keep a true and full account of all deposits, withdrawals, and disbursements.
- All funds shall be deposited in a banking institution in the Laguna Woods area.
- Present a summarized report of the club’s financial condition at each General Board meeting.
- Responsible for any IRS tax filings.
- Initiate and sign checks to pay all approved bills. Receipts are required for expenditures.
- Keep a complete “audit trail” of all financial transactions for the duration of your term.
- At the onset of each year, obtain signatures for new bank signature cards for Senior Treasurer, Junior Treasurer and President.
Section 5: Membership Chairperson
- Shall oversee maintaining current membership records.
- Provide a monthly report to the General Board of the membership status.
- Prepare the annual roster and arrange for its printing and distribution.
- Submit all checks and cash received for membership to the Treasurer.
- Keep an excel spreadsheet showing receipts.
- Prepare a monthly Excel spreadsheet listing members and submit to the Publicity Chair for use in sending emails and printing labels.
- Coordinate with publicity on efforts to recruit new members.
Section 6: Hospitality Chairperson
- Select and assign members to serve as hosts and hostesses for each general meeting.
- Greet guests as they arrive.
- Assist guests in finding their table if necessary.
- Instruct hosts and hostesses on general guidelines for handling problems as they surface.
- Take needed action during the general meeting on any problems that arise. Advise the appropriate board member (i.e., reservations) if needed.
- Notify facility manager and/or security if needed. In case of medical emergency call 911.
- Greeters should be at the doors from 5:15 until 6:15.
Section 7: Reservation Chairperson
- Receive payments for dinner reservations.
- Assign tables on a first come basis with preference given to members as per General Board guidelines
- Reservations must be received no later than six days prior to the dinner/dance. Return all payments that arrive after that.
- Inform the caterer of the number of reservations and the count for each entrée five days prior to the event.
- Make no refunds for cancellations that arrive after the caterer has been given the count as the club must pay for those dinners.
- Prepare a seating chart showing the locations of tables and the number at each table. Present this chart to the Clubhouse #5 office the day before the event.
- After the clubhouse workers have set up the tables, check that the table and chair count match your chart.
- Prepare a large list of the attendees and their table numbers to be placed on an easel so that arriving members can find their table numbers.
- Submit all funds to the Treasurer, reporting amounts from members and non-members.
Section 8: Publicity Chairperson:
- Consult with first Vice President of Programs, Dinner Chairperson, and the Decoration Chairperson regarding the themes of the events and whether formal, cocktail, or casual attire.
- Prepare a flyer for each event for distribution to the bins located at the clubhouses about 30 days prior to the event. The flyers must be approved and stamped by the recreation department. The recreation department will distribute the initial flyers to the bins and the Publicity Chairperson will monitor the bins for needed future refills.
- Prepare and send out emails to members with email addresses promoting each event. The Membership Chairperson will provide a current membership list.
- For those without email addresses prepare and print post cards to send to them.
- Prepare and submit publicity to the Laguna Woods Globe.
- Arrange for Channel 6 interviews if possible.
- Keep the website up to date.
Section 9: Dinner Chairperson:
- Submit a recommendation to the General Board for the caterer(s) for the calendar year.
- Plan the monthly menus with the caterer(s).
- Pay the caterer with a check received from the Treasurer and provide the Treasurer with a receipt.
- Arrange for the Laguna Woods Village Recreation Department to set up the bar for the evening.
- Consult with the Vice President of Programs, the Publicity Chairperson, and the Decorations Chairperson as to the dinner’s themes, and if formal, cocktail, or casual attire.
Section 10: Decorations Chairperson:
- Consult with the First Vice President of Programs, the Dinner Chairperson, and the Publicity Chairperson as to the theme for each dance, and whether formal, cocktail, or Casual attire.
- Procure and arrange decorations within approved budget funds.
- Arrange for storage of decorations and disposal of any outdated or damaged decorations.
ARTICLE IX: NOMINATIONS AND ELECTION
- The president will appoint a chairperson of the nomination committee. The chairperson will then select four others to fill the committee. The committee will consist of two board members in addition to the chairperson plus two members of his/her choosing who are members at large of the California Club.
- The nominating committee shall select a candidate for each junior officer and any vacant senior officer.
- At the October meeting of the General Board, the nominating committee will present its slate to the Board for approval.
- The president will hold General Board elections at that October board meeting.
ARTICLE X: INSTALLATION OF OFFICERS AND BOARD MEMBERS
- The elected Officers and General Board Members will assume office on January 1st.
- The elected Officers and General Board members will be presented to the members at large at the January dinner event if possible. If not possible then the board will be presented at the next dinner meeting that is held.
ARTICLE XI: AMENDMENTS AND REVISIONS
- Notice of a proposed amendment to the By-Laws must be presented to the General Board members at a Board meeting. The amendment will be read, and a vote taken.
- This proposed amendment must be approved with a 2/3 majority vote of the General Board with quorum.
- Upon approval, changes or revisions of the existing bylaws shall immediately cancel and supersede any previous bylaws.
ARTICLE XII: MEETINGS
Regular monthly meetings of the California Club General Board will be held at a date, place, and time determined by the General Board.
Executive Board meetings will be held as needed.
Special Board meetings may be called by the President.
ARTICLE XIII: PARLIAMENTARY AUTHORITY
The latest edition of Robert’s Rules of Order, revised, shall be the authority governing the proceedings of the Boards and general membership, except when in conflict with the rules and requirements of Laguna Woods Village authorities and the items covered by these By-Laws.
These revised By-Laws supersede all prior By-Laws and are hereby approved by the General Board on July 10, 2020.