Bylaws of the
Double Oak Women's Club

Article I: Name

The name of this association shall be the Double Oak Women’s Club.

Article II: Object

The object of this club shall be to provide periodic social gatherings fo the fellowship, entertainment, and education of its members, and to support the town of Double Oak and the community through charitable projects.

Article III: Membership

Section 1. Eligibility
Membership shall be limited to any present Double Oak resident, children and family members of present members, town employees or their spouses, and DOVFD or their spouses, and past renewing resident of Double Oak who no longer reside in Double Oak who has paid her dues for the current fiscal year of August 1st to July 31st..

Section 2. Rights and Privileges
Membership rights and privileges include:
  1. Voting on all club business.
  2. Receiving the monthly newsletter and annual directory.
  3. Participating in club-sponsored activities and socials.
Section 3. Guests
A nonmember Double Oak resident may only attend two (2) general meetings as a guest and are asked to pay dues by the third meeting. The houseguest of a member may attend any function. Guests do not have membership rights and privileges to vote or receive the monthly newsletter or directory.

Section 4. Exceptions
Exceptions to the above membership rule must be approved by two-thirds (2/3) of those voting, a quorum of fifteen (15) members being present, at any general meeting.

Article IV: Dues

Section 1. Dues
  1. The annual dues shall be twenty-five dollar ($25.00) per program year with newsletters delivered electronically only. After the January general meeting the dues shall be twelve dollars and fifty
  2. cents ($12.50) for new members with newsletters delivered electronically.
  3. The payment of dues at any time shall entitle a member to all normal membership rights and privileges.
  4. Members failing to pay dues by the date set by the DOWC Board shall forfeit the right to be included in the annual directory.

Article V. Officers

Section 1. Officers
The club officers shall be a President, 1st Vice-President, 2nd Vice-President, Secretary, Treasurer, and Parliamentarian. These officers shall serve as members of the Executive Board, which shall meet periodically during the year. An officer position may be shared by two people and they will be considered co-officers on the Executive Board.

Section 2. Term of Office
The regular term of office of all officers shall be from June 1st to the following May 31st. Any part of a term in excess of six (6) months shall be considered a full term in deciding eligibility for re-election. No member shall hold the same Executive Board office for more than three (3) consecutive terms.

Article VI: Duties of Officers

Section 1. The President shall preside at all meetings and serve as an ex-officio member of all standing committees.

Section 2. The 1st Vice-President shall preside in the absence of the President and plan all programs.

Section 3. The 2nd Vice-President shall schedule locations and coordinate provisions for each general meeting.

Section 4. The Secretary shall record the minutes of each meeting; make available written copies of the minutes at the next appropriate meeting; and conduct the general correspondence for the club. The secretary shall be responsible for her replacement in her absence.

Section 5. The Treasurer shall be responsible for all financial transactions of all receipts and disbursements; present a report at each meeting; and submit all records for audit by July 31st for the previous fiscal year.

Section 6. The Parliamentarian shall be a past DOWC president and shall insure that the order of business be conducted according to these bylaws and Robert’s Rules of Order, current edition.

Article VII: Standing Committees

Section 1. Chairwomen of all standing committees are responsible for overseeing, coordinating, and executing the duties of the following committees and reporting back to the DOWC board and the membership. A standing committee chairwoman position may be shared by two people and they will be considered co-chairwomen on the DOWC Board.
  1. The Activities Committee shall oversee the survey of the membership for special interests and the formation of such groups.
  2. The Adult Social Committee shall plan and carry out all adult social activities.
  3. The Children’s Social Committee shall plan and carry out all children’s social activities.
  4. The Community Service Committee shall oversee all fundraising, charitable, and/or community projects.
  5. The Directory Committee shall compile and distribute the club directory.
  6. The Historian shall compile a scrapbook record of the activities and achievements of the club and present it to the outgoing president at the first club meeting the following year.
  7. The Hospitality Committee shall welcome all new residents and encourage them to attend club meetings. Welcoming socials may be given periodically.
  8. The Membership Committee shall collect dues, collect information from members for the directory, and provide nametags for members and guests at meetings.
  9. The Publicity Committee shall publish a monthly newsletter (September through May), report news of the club, publicize special projects, maintain social media, and send out meeting reminders.
  10. The Sunshine Committee shall purchase and send out all greeting cards. Shall purchase gifts requested by the membership only if approved by the Board..

Article VIII: DOWC Board

Section 1. The DOWC Board shall be made up of the Executive Board and the Standing Committee Chairwomen.

Section 2. No member may hold more than one (1) DOWC Board position at any time.

Section 3. DOWC Board Duties
The duties of the DOWC board shall be to:
  1. Transact necessary business in the intervals between meetings and such other business as may be referred by the club.
  2. Fill vacancies of officers and chairwomen.
  3. Prepare and submit a fiscal-year budget to the club for adoption by the October general meeting.
  4. Approve routine bills within the limits of the budget.
Section 4. Meetings
  1. Meetings of the DOWC board can be held prior to each general membership meeting. The time shall be determined by the board at its first meeting of the year, held before September.
  2. A majority of the DOWC board positions shall constitute a quorum and only one (1) vote can be counted in a shared position.
  3. Special meetings of the DOWC board may be called by the president or by a majority of the members of the board with at least three (3) days’ notice being given.
Section 5. Emergency Voting
In emergency situations, a vote by phone, email, or other electronic means may be called by the president. Provisions regarding number of votes required to carry the vote and the process for ratification of the vote shall be specified in the Standing Rules.

Article IX: Member Meetings

Section 1. General meetings of the membership will be held each year September through May, on a Tuesday as designated by the DOWC Board. Monthly general meetings may be rescheduled or cancelled by a majority vote of the DOWC Board with notice given to the membership before the scheduled meeting.

Section 2. Special meetings of the membership may be called by the president or any three members; only that business stated in the call may be transacted, at least three (3) days’ notice being given.

Section 3. A quorum at any membership meeting shall be at least fifteen (15) members.

Article X: Amendments

These bylaws may be amended at any business meeting by a two-thirds (2/3) vote of those voting, a quorum being present. Notice of the proposed amendments shall have been conveyed to the club members at the last business meeting or ten (10) days prior to the meeting at which the amendment is voted upon.

Updated March 15, 2022