Constitution and Bylaws

Constitution

 (Ratified: June 1998)
(Amended: May 16, 2002)

(Amended August 30, 2003)

(Amended October 26, 2011)

PURPOSE

The American Women’s Club of Bern (AWCB) is a non-political organization of American women meeting for social, charitable, and cultural activities and to facilitate better understanding of Switzerland.

Article I           MEMBERSHIP
  1. REGULAR MEMBERSHIP is granted automatically upon application to all women who are U.S. citizens, women married to U.S. citizens, mothers and daughters of U.S. citizens and women who are former U.S. citizens. Regular members have full voting privileges and the right to hold elected office.
  2. ASSOCIATE MEMBERSHIP is granted to non-American women who are fluent in English and have strong ties with the United States of America by having lived there and/or having family ties (see Club Policy, 2. a.) or being a member of a diplomatic mission in Bern. This category includes Canadian citizens. The total number of Associate members shall not exceed 30% of the Regular membership at time of application.

The applicant must submit an application form and proof of eligibility. Associate members have full voting privileges and the right to hold elected office, except the offices of President and Vice President.

  1. RIGHTS AND OBLIGATIONS
    1. Each AWCB member is required to pay annual dues.
    2. Each member may bring any matter before the Board and/or the general membership.
    3. Each member must have Board approval for financial commitments she makes, before she commits Club funds.
    4. Extraordinary Board expenditures (over CHF 1000.00) must be approved by the membership.
    5. Members are required to abide by the Club’s “No-Show” policy (see Club Policy).
    6. General
      1. The elected officers are: President and Vice President, who must be U.S. citizens, Secretary and Treasurer.
      2. The wife of the American Ambassador, or the Ambassador herself, will be invited to become Honorary President (dues are waived).
  2. The Executive Council shall consist of the elected officers of the Club.
  3. The voting Board shall consist of the Executive Council and Standing Committee chairwomen. It shall be responsible for the administration of the Club and suggest Club policy.
  4. Standing Committee chairwomen shall be appointed for one year by the President. The President may choose to leave a position vacant.
  5. Other committee chairwomen shall be appointed as the Board deems necessary, and serve on the Board as non-voting members, for the duration of their respective functions.
  6. The Budget committee shall consist of the President, Vice President and Treasurer. Other Club members may volunteer to serve on this committee.
  7. The President shall be ex-officio member of all committees with the exception of the Nominating Committee.
Article II          OFFICERS
Article III         COMMITTEES
Article IV         ELECTIONS

Elections take place at a closed business meeting in May. Officers shall be elected for a term of one year from 1 July to 30 June. No officer may be elected to the same office for more than two consecutive terms, nor serve on the Executive Council for more than four years in succession, except the Treasurer, who may serve for a maximum of four consecutive years. Nominations and election procedures shall be specified in the Bylaws.

Article V          RULES OF ORDER

Robert’s Rules of Order, Newly Revised shall be the authoritative reference.

Article VI         AMENDMENTS

This Constitution may be amended at any time, provided each proposal has been distributed at least one month before voting. Open discussion must have taken place before voting. To pass, a 2/3 vote of mailed or emailed ballots is necessary, providing the quorum is met.

Article VII        DISSOLUTION

In the event of the dissolution of the Club, the members, at a special business meeting, shall appoint a committee of liquidators and determine its powers. The net assets of the Club remaining after dissolution shall be used exclusively for charitable purposes.

Bylaws

(Ratified: June 1998)
(Amended: May 16, 2002)

(Amended August 30, 2003)

(Amended August 30, 2006)

(Amended October 26, 2011)

Article I           DUTIES OF OFFICERS

A written, detailed job description for each Board member will be supplied to the appropriate member and will be passed on to her successor by July 1. If required by job description, each Board member is responsible for submitting articles to the Facts & Functions.

  1. President
    1. Calls and presides at all Board meetings and regular meetings.
    2. Ensures that each Board member receives a written, detailed job description of her position.
    3. Fills all Board vacancies.
    4. Shall have signatory rights for the Club’s finances.
    5. Serves on the Budget Committee.
    6. Appoints an auditor to audit the Club’s financial accounts at the end of the fiscal year.
    7. Appoints a nominating committee Chairwoman (see Bylaws, Article VIII).
    8. Vice President
      1. Assists the President and assumes her duties in her absence.
      2. Assumes the office of President until the next election, should this office become vacant.
      3. Serves on the Budget Committee.
      4. Provides social services to the members.
      5. Assists the Membership Chairwoman in her duties.
      6. May be assigned Special Projects as designated by the President.
      7. Secretary
        1. Handles the Club’s correspondence, as requested by the President.
        2. Records the minutes of the Board and business meetings, and is responsible for having them saved in an appropriate format. In case of her absence, secures a replacement (see General Policy 4).
        3. Distributes copies of the minutes to the Board members. If deemed necessary by the President, submits the minutes to the President for approval before distributing.
        4. Maintains past and present Club records.
        5. Orders Club supplies.
        6. Maintains and keeps records of the Club’s computer, software and office equipment.

D. Treasurer

  1. Keeps accurate and up-to-date records of the Club’s finances.
  2. Tracks adherence to budget and informs President of status.
  3. Pays approved bills.
  4. Presents a full, audited financial report after the end of the fiscal year, to be published for approval at the September or October regular meeting of the following Club year.
  5. Shall have signatory rights for the Club finances.
  6. Serves on the Budget Committee.
  7. Is responsible for account changeovers.
  8. Programs Chairwoman
    1. Is responsible for arranging programs and excursions, either personally or by assignment to a Program Committee member.
    2. Makes tentative reservations for the following year’s Thanksgiving and Christmas meetings by the end of the Club year.
    3. Membership Chairwoman
      1. Compiles the membership directory, arranges for its production and distribution.
      2. Maintains an accurate membership record.
      3. New members:
Article II          DUTIES OF STANDING COMMITTEE CHAIRWOMEN

a)    Presents these members with appropriate information about the Club and about Bern.

b)    Introduces them at meetings.

  1. Organizes a minimum of one Newcomer’s meeting per year, assisted by the Vice President.
  2. Editor
    1. Compiles and edits the monthly newsletter and arranges for its production and distribution.
    2. Submits, if requested, a proof of the newsletter to the President before distribution.
    3. Coordinates with advertising and distribution in accordance with her job description.
    4. Charity Chairwoman
      1. Organizes and supervises all charity functions.
      2. Coordinates with the Advertising & Fundraising Chairwoman.
      3. Advertising & Fundraising Chairwoman
        1. Solicits financial and material support for Club and charitable purposes.
        2. Coordinates with the Charity Chairwoman.
      4. Activity & Interest Groups Chairwoman
        1. Coordinates and publicizes all activity groups.
        2. Maintains contact with each group leader.
        3. Facilitates start-up of new groups.
      5. FAWCO Representative (Federation of American Women’s Clubs Overseas)
        1. Organizes and supervises all FAWCO functions of our Club.
        2. Ensures that FAWCO information is available to all Club members according to the FAWCO Guidelines.
        3. Duties of each Standing Committee Chairwoman
          1. Attends Board meetings, or, if unable to do so, sends a representative who may vote in her stead or sends a report.
          2. Selects her own working committee when needed.
          3. Is responsible for her committee’s funds, presenting reports to the Treasurer regarding cash receipts and expenditures.
  3. Club functions are conducted in English, with all participants speaking only English.
  4. Each member may invite guests and/or prospective members to open meetings, space permitting.
  5. Houseguests may attend at any time.
  6. The fiscal and Club year begins on 1 July and ends on 30 June.
  7. Dues Table:
Article III         MEETINGS
Article IV         THE FISCAL YEAR AND DUES
1 Jul. – 31 Jan. Annual dues
1 Feb. – 30 Apr. Half the annual dues
1 May – 30 Jun. Registration fee only
Students and members 62 and over pay 10 CHF less than annual dues
  1. Dues must be paid by September 10th. A late fee of CHF 10 will be charged to members paying dues after the September 10th deadline. Resigning members must notify the Club in writing by 1 September.
  2. New members will be charged a registration fee of CHF 20.
  3. At a regular meeting, dues may be changed by majority vote of the members present, preceded by one month’s notice.
Article V          CHANGES TO BYLAWS

Changes to the Bylaws may be made at any regular meeting, provided each proposal has been distributed at least one month before voting. Open discussion must have taken place before voting. To pass, a simple majority of votes is necessary, providing the quorum is met, and includes absentee ballots.

Article VI         QUORUMS
  1. General Business Meetings: Twenty-five percent (25%) of current members, including two elected officers, shall constitute a quorum of the Club. This 25% may include absentee ballots.
  2. Voting by Mail: Participation by thirty percent (30%) of members shall constitute a quorum.
  3. Board Meetings: Fifty percent (50%) of the voting Board, not including the President, shall constitute a quorum.
  4. Nominating Committee Meetings: Three members, including the chairwoman, shall constitute a quorum.
Article VII        VOTING BY MAIL

In certain circumstances, the Board may decide to hold a vote by mail or email only. Each proposal must have been distributed at least one month before voting. Open discussion must have taken place before voting.

Article VIII       NOMINATIONS AND ELECTIONS
  1. General
    1. Nominating Committee: Three months before the date of the election meeting of the AWCB, the President shall appoint a Regular member, not a Board member, to act as Nominating Committee Chairwoman. At a regular meeting of the Club, two members shall be added to this Committee by nomination from the floor and must be approved by a majority of members present. These three members shall constitute a Nominating Committee to receive and consider from the members-at-large suggestions for future officers of the AWCB. The Committee shall then confirm the willingness of these members to run for office.
    2. Nomination Procedure:
      1. In February, each member will receive a form, on which she may volunteer for office and/or nominate candidates for any or all offices.
      2. Nominations will be accepted by the Committee members until March 15.
      3. During the April meeting the Nominating Committee shall present candidates for office and shall accept nominations from the floor, provided the person nominated is present and consents, or has given previous written consent.
      4. The resulting list of candidates will be printed in the May bulletin.
  2. Election Procedure
    1. Two tellers shall be appointed by the President at the May business meeting. They shall distribute, collect and tally the ballots.
    2. The election of officers shall be by closed ballot and majority vote of members present.

AWCB Policies

This document is a guideline that reflects current Club Policy on various matters. It is determined, and may be changed at any time by, the current Board of the AWCB. This document should be updated during the Club year and passed on to the new Board at the beginning of their term and published in the Membership Directory.

General Policies

  1. Family ties: immediate family (grandparents, parents, brothers, sisters, children, grandchildren)
  2. Regular Club meeting: not excursions or interest group meetings. It does include charity events and children’s programs.
  3. Treasurer: the outgoing Treasurer is responsible for obtaining the signatory cards for the General Club account and having them signed by all of the appropriate people for the new Club year
  4. Secretary: if the Secretary cannot attend a Board meeting, the Secretary appoints someone to take minutes for her. This person may be another Board member. The outgoing Secretary distributes a copy of the election minutes, signed by the outgoing President, to the incoming Treasurer for postal and bank account changeover at the end of the club year. At the beginning of the Club year, the incoming Secretary sends a press release of AWCB officers to the US Embassy and other clubs.
  5. Activity & Interest Groups: group leaders must be members of the AWCB.
  6. The Nominating Committee may present more than one candidate for any position.
  7. Proxies: By definition, this is a written authorization to act in place of another. This method is used to make sure there is a quorum at business meetings.

Financial Policies

  1. Dues
    1. Annual dues are currently CHF 60.00.
    2. Annual dues are due September 10th.
    3. Students are required to show a valid student ID card.
    4. Payment notices:
      1. First notice is sent in early July asking payment to be made as soon as possible.
      2. Second notice is sent in September to those who have not paid, asking for payment as soon as possible.
      3. Members who pay dues after 10th September may not have an entry in the Membership Directory.
  2. Former members who rejoin the club within 3 years of resigning will not pay the new member fee or receive the membership Welcome Packet, but a new member write-up will appear in the Club’s regular publication.
  3. President
    1. Submits receipts throughout the year for reimbursement.
    2. Is reimbursed for programs she is required to attend.
      1. This expense includes the published price in the Club’s regular publication.
      2. Exceptions are excursions, charity events and interest group meetings.
      3. Interclub
        1. Two representatives will have 2nd class train fare and registration fee, including lunch.
        2. At Board discretion, providing funds are available, other Board members may be reimbursed some expenses.
        3. Savings Account: The Club maintains CHF 5000.00.
          1. This is currently invested with Credit Suisse.
          2. Interest is added at the beginning of the Club year as income in the Club’s working budget.
          3. The principal is to be used to cover unexpected, unbudgeted Club expenses.
          4. Amounts over CHF 1’000, together with a description of purpose, must appear in the Club’s regular publication.
          5. Charity
            1. The Club’s yearly charity project is voted on by the membership.
            2. Projects are submitted in writing by November 1 to the President for distribution at the November regular meeting.
            3. Open discussion, limited to 5 minutes per project, is to take place.
            4. The majority vote of members present selects one charity.
            5. The Board can elect not to hold a charity event or can forego a charity project for the year.
            6. General charity fundraising (non-specified) is split 50/50 between the FAWCO Foundation and the Club’s chosen Charity.
            7. Office Equipment
              1.  Purchases of large pieces of equipment with a total value of over CHF 1,000.00 must be approved by the membership.
              2. Open discussion must take place; a majority vote at the next regular meeting decides the request.
              3. The President and Treasurer must be given prior notice of the request and the Board must have discussed and endorsed the request.
              4. Programs: Subsidizing or sponsoring parts of meetings (i.e., Christmas apéro, boat trips) is at the discretion of the Board, providing funds are available.
              5. Activity & Interest Groups: These groups are self-supporting, but can apply to the Board for assistance with special projects.
              6. FAWCO
                1. FAWCO Conferences
                  1. The Club pays CHF 750.00 toward the Conference costs for the FAWCO Rep to represent AWC Bern at the annual Conference.
                  2. The Club pays CHF 750.00 toward the Conference costs for the President to attend the annual Conference.
                  3. If one or both are unable to attend,

(1)       Two other Board members are appointed to represent the Club. if board members are not able to attend,

(2)       Two Club members are appointed to represent the Club at meetings.

  1. Fundraising: With the approval of the Board, the FAWCO Rep may initiate fundraising activities for the FAWCO account. Also with Board approval, these funds may be used to offset AWCB expenses to attend FAWCO conferences.

No-Show Policies

  1. A no-show is defined as an AWCB member who has made a reservation for a Club event for which the AWCB incurs a charge and subsequently gives insufficient notice or no notice of cancellation to the reservation chairwoman prior to the event.
  2. Sufficient notice varies and is determined by the location and the AWCB contract or financial agreement.
  3. A no-show will subsequently be sent a payment slip for the individual cost of the event, which the member will be expected to honor.

Program Policies

  1. Registration/Cancellation Policy
    1. All AWCB program participants must register by the published deadline. If a member registers after the deadline closes, it will be left up to the discretion of the program planner whether the reservation will be accepted.
    2. Reservations from non-members will be considered if the program has space.
    3. A reservation is a financial obligation. Any cost incurred to the Club in the case of cancellation or no-show is the responsibility of the member. See AWCB No-Show Policy for details.
    4. The program coordinator may cancel a program in the case of insufficient registration. Members should be given sufficient notification of cancelation.
    5. Guest Fee Policy
      1. A guest is a non-AWCB Member.
      2. A guest fee may be charged at the Board’s discretion.
      3. At Children’s programs the guest fee is waived for the AWCB Member’s immediate family.
      4. Speaker Fee Policy
        1. The AWCB does not pay speakers.
        2. The Club will reimburse 2nd class half-price train fare and bus or tram tickets from the speaker’s home to the program’s venue. If the speaker must come by car half-day city parking will be reimbursed.
        3. If the Speaker is invited to speak at a Luncheon or Apero, the Club will cover the cost for the Speaker.
        4. An appropriate gift can be given to the speaker. The amount to be spent is at the Board’s discretion.
        5. If the speaker wishes to advertise his/or her business, the AWCB may allow him/her to advertise in the newsletter, on the website, in the Infoline, or in another appropriate format. The Speaker must provide the information in a usable format.

Advertising Policies

Advertising is any ad or announcement separated by a box and appearing in the newsletter, in the Infoline, or on the website.

PAID ADS

  • Businesses or persons advertising a product or service for profit.

FREE ADS

  • Nonprofit organizations and other nonprofit clubs’ charity events, bazaars or programs.
  • Programs and Events in which an AWCB member or members are participating and there are no entrance fees. For example, an art exhibition, concerts, or plays.
  • Free ads may be given to businesses or persons in exchange for charity donations or services only with Board approval. The Advertising Manager must be consulted before presenting the exchange to the board.

MEMBER ADS

  • A member receives a 50% discount on the regular advertising fees when advertising her own business or profit-making endeavor. This includes craft courses or services where there is a fee over the cost of materials. Set-up fees added to the cost of the ad are the responsibility of the member.
  • Courses or services offered through a club Activity or Interest group can appear in a separate box in the Activity & Interest Groups section of the Club’s newsletter or on the club’s website free of charge provided the course or service is non-profit. The Activity or Interest Group must check with the Advertising Manager before submitting the ad to the Editor.

CLASSIFIED ADS

Are available to members free of charge and to others at a nominal fee.

Farmhouse Policies

‘The Farmhouse’ has been generously donated to the AWCB with a request to abide by the following rules.  Please respect and follow these rules. Thank-you!

RULES

  • No Smoking
  • No Candles
  • No Pets
  • No Fruit Juice
  • No Parking on the Farmhouse side of the parking lot

GUIDELINES

Everyone is expected to leave the Farmhouse tidy (kitchen, library, meeting room, bathroom, attic, grounds etc.).

Items for sale and pricing of items donated to the Farmhouse are approved by the Board.

Members may display handicrafts, artwork and other sale items at the Farmhouse coffee mornings.  Contact the AWCB President to reserve one of the Coffee Morning dates.  AWCB takes no responsibility for loss or damage of items.

The Farmhouse is available as a meeting location for AWCB Interest Groups and AWCB Committees. Contact the AWCB President to reserve a date. Meeting dates should not conflict with AWCB Board meetings or any Program, Program Extra, Coffee Morning or the Farmhouse opening hours.

The kitchen, book room, and meeting room at the Farmhouse are not appropriate locations for Children’s Interest Groups to meet.