Guidelines of the Women’s Division

of the Grapevine Chamber of Commerce

(Revised June 2009)

 

Article I – Name

As a division of the Grapevine Chamber of Commerce, as authorized by Article 6, Section 2 of the Grapevine Chamber of Commerce bylaws, the name of this organization shall be the Women’s Division of the Grapevine Chamber of Commerce.

 

Article II – General Policy

All policies of the Women’s Division of the Grapevine Chamber of Commerce shall be subject to the approval of the Board of the Grapevine Chamber of Commerce.

 

Article III – Objective and Purpose 

The objective and purpose of the Women’s Division of the Grapevine Chamber of Commerce shall be to foster the spirit of service among women with interests in the City of Grapevine and to encourage goodwill, fellowship, and networking; and to enable them to cooperate with the Grapevine Chamber of Commerce for the advancement of civic, cultural, commercial, and educational interests.

 

Article IV – General Membership

Membership in the Women’s Division of the Grapevine Chamber of Commerce shall include anyone with an interest and commitment in promoting the objective and purpose of the Women’s Division as stated in Article III.  A member in good standing must pay annual dues as determined by the Board to the Women’s Division payable during the first two months of the fiscal year.  The fiscal year for the Women’s Division will be January 1 through December 31.  Dues for new members joining between July 1 and December 31 of each membership year will be 50% of the annual dues.  Any member may resign from the Women’s Division upon written request to the Board. Any member may be expelled by the Board by a two-thirds vote of the Board for nonpayment of dues after ninety days from the date due; unless otherwise extended for good cause.  Any member may be expelled by a two-thirds vote of the Board after a ten day notice and opportunity for a hearing are afforded the member.

 

Reservations for monthly meetings are required no later than close of business on Friday preceding the meeting date.  Each member who makes a reservation and does not attend, or cancels their reservation two days or later prior to the meeting, will be invoiced for the price of the lunch plus an additional $5 (five dollars) service charge.  Persons who attend a monthly meeting without benefit of a reservation shall have to pay $25.  At the time their membership dues are paid, members may pre-pay for their monthly lunches for the year and must also advise of their attendance each month.  Invoices that remain unpaid for 90 days may result in cancellation of membership.  If a member has been dropped for non-payment, arrearages must be satisfied before said member can rejoin the organization. 

 

No member shall represent the Women’s Division in advocacy of, or any opposition to, any project without specific approval from the Grapevine Chamber of Commerce. 

 

Guests are welcome at all functions and are expected to pay a guest fee, equal to the regular luncheon fee.  After attending three meetings, guests will be required to join. 

 

Article V – Officers and Committee Chairs

The government of this organization, the direction of its work and the control of its property shall be vested in the Officers and Committee Chairs.  The Officers consist of the President, President-Elect, 1^st Vice President, 2^nd Vice President, Treasurer, Secretary, Communications Liaison, Photographer, and Parliamentarian.  The Board shall consist of the Officers and Committee Chairs.  A quorum consisting of the majority of the Officers is required for business to be conducted.  A Board member shall not hold the same position for more that three consecutive years, without a specific exception being approved by the Board and confirmed by a 2/3 vote of the general membership at the time the slate is approved.

 

Any Officer who shall be absent from three (3) consecutive regular meetings of the Board shall be dropped from the membership of the Board unless approved by a majority vote of the Board.

 

Nominations and Election of Officers:

• At the August meeting of the General Membership, an application for the proposed officers and committee chairs shall be made available to the general members and placed on the Women’s Division website.  Applications and nominations must be received by the Parliamentarian no later than September 1.

 

• In the month of September, the Parliamentarian shall form a nominating committee.  This Committee shall be comprised of the Parliamentarian, the President-Elect, and any/all past-presidents who are members in good standing.  The Parliamentarian shall serve as the Chair of the Nominating Committee and make all the applications available to the Committee.  The Committee shall be mindful of the objectives and purpose of the Women’s Division of the Grapevine Chamber of Commerce in selecting appropriate candidates.  The proposed Slate of Officers shall be presented to the Board at the October Board Meeting for informational purposes only.  The proposed committee chairs are subject to approval by the Board at this time.

 

• At the October General Membership meeting, the Nominating Committee shall present the proposed nominations and solicit additional nominations from the floor.

 

• At the November General Membership meeting, the Slate of Officers will be presented for a vote, which shall be accomplished by ballot.  The successful candidate will be determined by receiving a simple majority of the vote.

 

• In the month of December, the incoming Board and Committee Chairs will be installed at the General Membership Meeting.  

 

Vacancies on the Board or among the officers, with the exception of the President, shall be filled by a majority vote of the Board.

 

If during the term of appointment, any Board member or committee chair is convicted of a felony offense she shall be subject to immediate dismissal.

 

·        President: The President of the Women’s Division will preside at all regular business meetings of the Board and general membership meetings of the Women’s Division.  She shall be or become a member of the Officers and Board of the Grapevine Chamber of Commerce, representing the Women’s Division at all meetings of said Boards.  As such, she is required to join the Grapevine Chamber of Commerce in the appropriate category and pay all required dues.  She shall appoint all committees, subject to approval of the Board. The President may sign or countersign all checks or receipts for the payment or the withdrawal of money of the Women’s Division funds and must sign on all accounts holding funds belonging to the Women’s Division.  The President is an ex-officio member of all committees of the Women’s Division to provide overview and guidance for their particular event. The President shall serve as Chairperson for the Woman of the Year committee should the past year’s recipient be unable to serve.  She will be attending the Woman of the Year meeting as a NON-Voting participant, unless she is a past Woman of the Year and will therefore also be allowed to vote. In the event the President is unable to complete her term, the Board is charged with making a nomination of a replacement for that position, pending ratification by the General Membership.  On completion of her term as President, she shall serve as Parliamentarian for the next year.

 

·        President-Elect: The President-Elect shall have served at least two years as a Board Member.  She shall be in charge of promoting membership including preparation and maintenance of the membership directory, and shall preside at meetings of Women’s Division’s Board and General Membership, in the absence of the President.  She will serve as a member of the Membership Social Planning Committee.  She will also submit, for discussion by the Board, nominees for Chairs for events taking place in the following term that require advance scheduling and planning.  The following month, nominees for these proposed future Chairs shall be approved by the current Board.  The President-elect will automatically assume the office of the President the following term. The President-Elect will also be invited to attend the Woman of the Year meeting to vote on the new Woman of the Year.  She will attend as a NON-Voting participant, unless she is a past Woman of the Year and will therefore also be allowed to vote.

 

·        1^st Vice President: The 1^st Vice President shall coordinate special projects financially benefiting the General Fund of the Women’s Division, and shall supply a monthly report to the Board of all financials for the previous month.

 

·        2^nd Vice President: The 2^nd Vice President shall coordinate projects related to community spirit including, but not limited to, administration of the Christmas Spirit Fund which finances the Christmas Spirit and School Supply Programs.  The 2^nd Vice President has fiduciary responsibility for the Christmas Spirit Fund account, and shall provide financial report relating to said projects to the Board on a monthly basis.  Upon approval of the report by the Board, it is made available to the General Membership.  Year end reports for the fiscal year period January 1 through December 31) are due and must be delivered to the Grapevine Chamber of Commerce’s designated accountant no later than February 1. 

 

·        Secretary: The Secretary shall be in charge of all official correspondence; keeping of the minutes of the Board and summary minutes of all General Membership meetings; and be responsible for monthly notification of all official actions or meetings.  She must make available a copy of all Board and General Membership minutes to the General Membership at the monthly meeting and to the Grapevine Chamber of Commerce.

 

·        Treasurer:  The Treasurer shall collect dues and fees accruing to the Women’s Division.  She shall keep an accurate record of accounts showing all money and possessions of the Women’s Division. She may sign or countersign all checks and receipts for payment or withdrawal of money of the Women’s Division.  Year-end reports for the previous fiscal year are due and must be delivered to the Grapevine Chamber of Commerce’s designated accountant no later than February 1.  She is responsible for preparation of all tax reports and payment of tax liabilities as applicable.  She shall also be responsible for obtaining new signature cards for all banking relationships benefiting the Women’s Division.  President and Treasurer of the Women’s Division, as well as the President and Chairman of the Board of the Grapevine Chamber of Commerce shall have signature authority on all accounts held by the Women’s Division of the Grapevine Chamber of Commerce.  The 2^nd Vice President shall have signature authority on the Christmas Spirit Fund.   The Treasurer shall be the technical custodian of all funds of the Women’s Division and shall present a financial report to the Board at each monthly meeting.  Upon approval by the Board, the Treasurer’s Report is made available to the General Membership.  The Treasurer shall serve as Chairman of the Budget Committee, consisting of members of the Board, for the purpose of establishing an annual budget. This budget will consider all expenses of the Women’s Division and any fundraiser necessary to support the projects of the Women’s Division and Christmas Spirit Fund, and is due for presentation to the Board for approval no later than February 1.  The budget is then provided to the General Membership for informational purposes only.  The Treasurer and Officers have the responsibility to pay all expenses related to fundraising or charitable events sponsored by the Women’s Division as described in the annual budget.  Any requests for donations, dues, sponsorships or other expenditures not established under the annual budget in excess of $500 must be approved by the Board and general membership prior to those donations, dues or sponsorships being paid.  Due to the need for consistency in this office, this position is a two-year term.

 

·        Communications Liaison: The Communications Liaison shall be responsible for ensuring that all Women’s Division activities are brought to the attention of the community through public media.  The Communications Liaison facilitates the transmittal of event information to the media.  The Communications Liaison is responsible for the development of the monthly newsletter and managing the content and administration of the website.  She shall insure that the monthly newsletter is distributed to the membership by the first of each month.

 

·        Photographer: The Photographer shall provide a historical record through photographs of all meetings and events of the organization for that year.  She shall provide the photographs to the Communications Liaison for inclusion in the website and newsletter.

 

·        Parliamentarian: The Parliamentarian shall insure that all meetings and business are conducted in accordance with the Guidelines of the Women’s Division.  In event of the absence of the President and President-Elect, she will preside at the meetings. She shall serve as chairperson of the Nominating committee in accordance with Article V.

 

 

Article VI – Committee Chairs

The President shall appoint committee chairs, subject to the approval of the Board, in accordance with Article V.  Committee chairs shall have previously served as an active committee member of that committee in any past year.  The committee chairperson shall report to and be a member of the Board.   Any Chair who shall be absent from three (3) consecutive regular meetings of the Board shall lose their voting privileges unless approved by a majority vote of the Board.

 

These Committees may include, but are not limited to the following:

• Programs
• Hospitality
• Police/Fire Appreciation
• Membership Social
• Great Taste of Grapevine
• Second-Hand School Supplies
• SeniorFest
• Holiday Charity Ball
• Woman of the Year (Chair is always the past year’s recipient.  If past year’s recipient should be unable to serve, the Chair is the current President.  Chair should refer to Procedures and DETAILED PROCEDURES established for selection of new recipient.)

Article VII - Meetings

The regular meeting of the Women’s Division shall be held on the third Tuesday of each month.  Meetings of the Women’s Division shall be held from 11:45 am - 1:00 pm, at a place to be designated by the Board. From time to time, the Board may change the meeting date and time, as necessary.

The Board shall hold a monthly meeting at a time agreed upon by the members of the Board at its initial meeting of the year. From time to time, the Board may change the meeting date and time, as necessary.  At all meetings of the Board, a majority shall constitute a quorum.  Upon written request of the majority of the members, special meetings of the Board or membership may be called by the President, a majority of the Board, or by the Secretary.

Article VIII - Amendments and Standing Rules

Amendments:  These Guidelines may be amended at a special meeting for that purpose. Each of the members should be notified two weeks in advance of said special meeting. Amendments shall be adopted for approval upon a 2/3 vote of the members present at the special meeting.

All proposed amendments to these Guidelines shall first be approved and recommended for adoption by the Board.  Following approval by the Board, the proposed amendments shall be adopted at a regular meeting of the Women’s Division by a 2/3 vote of the members present.  Upon approval by the membership of the Women’s Division, the Guidelines shall be submitted to the Grapevine Chamber of Commerce Board for final ratification.

 

Click Here to View Detailed Procedures

 

HISTORY